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Executive Assistant to the Director, Boston Athenaeum (Boston)

The Executive Assistant to the Director provides active administrative support to the head of the Boston Athenaeum, one of the oldest and most distinguished independent libraries and cultural centers in the United States. Reporting to the Director, this is a full-time role with excellent benefits and a salary commensurate with experience.

The position is at the heart of a busy organization. The ability to work with a variety of colleagues is vital. Excellent communication, organizational, and multi-tasking skills are critical to success in the role. The position also requires absolute discretion with sensitive information. 

Calendar Management

Manage Director’s schedule; prioritizing issues and creating efficiencies

Add already confirmed meetings to the calendar & invite attendees

Ensure all events are on Director’s calendar & that she has dial-in information

 Schedule meetings (use scheduling tools like Doodle Poll when necessary)

Set up Zoom calls and/or reserve meeting rooms

Reschedule lower priority meetings to accommodate for more pressing meetings

Draft agendas, send reminders, and distribute materials

Assist with cross-departmental meetings (All Staff, Cabinet, Strategy Team, etc.) by scheduling, gathering agenda items, maintaining a record of decisions.

Monitor messages sent to Director’s Office & redirect to other staff members when necessary

Monitor Director’s phone line & redirect to other staff members when necessary

Manage Director’s mail

Coordinate the physical set up for meetings such as reserving rooms, printing materials, setting up technology.

Greet and escort Director’s guests

Maintain Director’s office files both paper and electronic.

Governance and Development Coordination:

Support Director in managing interactions with Board President, Trustees, and donors.

Coordinate Board and donor visits with Development so that Director has all of the information she needs ahead of time

Oversee meeting preparation, coordination, and planning of the Board of Trustees meetings and delegated Committee meetings. This includes the Facilities Committee meetings, and the Standing Committee meetings. 

Attend meetings and take minutes. Write first draft of minutes for Director and Board’s approval.

Administrative
Draft and edit correspondence on the Director’s behalf, prepare for signature, and send.

Communicate in writing with the Board of Trustees as well as people outside of the Athenaeum.

Manage reimbursements for the Director.

Support Director’s business travel needs.

Approve direct reports’ time off requests in ADP

Manage Director’s electronic signature

Coordinate All-Staff Meetings


Other projects and needs will arise over time. This position requires the flexibility, adaptability, and willingness to take on unanticipated assignments.

Qualifications

●       College degree strongly preferred, and five or more years of  experience providing administrative support in an environment that requires balancing multiple needs.

●       Proficiency with Microsoft Office suite and Google applications.

●       Ability to work both independently and in collaboration with others.

●       Able to work a standard schedule (Monday through Friday, 9:00 am to 5:00 pm). Willing and able to make occasional adjustments to accommodate periodic meetings that begin or end outside of that time frame.

●       Strong organizational skills, including the ability to balance multiple projects simultaneously without losing sight of details. 

●       Commitment to fostering a workplace culture of diversity and inclusion.

Full/Part Time

Full Time

Education

NA

Salary Range

$45,000.00 - $55,000.00  / year

Closing Date

How to Apply

How To Apply: https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=0c2172f4-dddf-44f5-9300-133cc1de3cd2&ccId=19000101_000001&lang=en_US

Please include a Cover Letter and Resume

Posted

2021-08-31 |  Quick link to this job