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Overview
FamilyAid is a leading provider of solutions to family homelessness. Our mission is to empower parents and caregivers facing homelessness to secure and sustain housing and build solid foundations for their children's futures. We prevent family homelessness whenever possible, reduce harm if homelessness can’t be avoided by housing families as quickly as possible, mitigate trauma (especially for children), and provide wraparound supports that foster long-term stability. We help children and parents with a path to self-sufficiency via two-generation educational programs, housing search and placement support, and connections to vital resources they need to return to their own homes. Our strategic vision and bold strategies to reduce two-generation homelessness served 5,000 children and parents in Greater Boston last year. We are a supportive, collaborative, and diverse workplace of more than 130 professionals and have been recognized as a Massachusetts Top Workplace and by Charity Navigator as a top organization working to end homelessness.
Job Summary
Reporting to the Chief Operating Officer (COO), the Executive Assistant (EA) provides executive support to the COO and her teams. The EA will fulfill high-level administrative needs, including managing the COO’s calendar, providing meeting support, facilitating internal and external communications, coordinating special projects, conducting research, drafting materials, and serving as a thought-partner and advisor to the COO on administrative matters. The EA will also provide administrative support to senior members of the COO’s team.
Duties and Responsibilities
- Managing the COO’s calendar, including scheduling, prioritization, and task/deadline management.
- Facilitating internal and external communications, including email monitoring, drafting emails or communication plans, responding to inquiries, answering questions, and making follow-up phone calls.
- Providing meeting support, including scheduling and other logistics, preparing agendas, drafting PowerPoint presentations, and preparing and distributing meeting minutes.
- Coordinating and managing special projects, including project planning, project management, task delegation, and follow-up and monitoring.
- Conducting research and identifying resources, as needed.
- Drafting materials, including emails, agendas, meeting minutes, proposals to the COO for action, and PowerPoint presentations.
Qualifications
- Bachelor’s degree is required with at least three years’ experience in an executive-level office. Substantial work experience (7+ years) in an executive assistant capacity may be substituted for an educational degree.
- Diligent with exceptional attention to detail.
- Critical thinking, with advanced analytical and organizational skills.
- Outstanding written and verbal communication skills.
- Ability to manage and maintain sensitive or confidential information.
- Ability to exercise discretion.
- Advanced Microsoft Office proficiency preferred. Familiarity with databases, Smartsheet, and other applications a plus.
- Excellent interpersonal skills and ability to collaborate with diverse stakeholders.
Supervision
Chief Operating Officer
Work Schedule and Conditions
The position is a hybrid, full-time role with an anticipated obligation of 3-4 days onsite. FamilyAid’s headquarters is located at 3815 Washington Street, Boston, MA 02130.
Equal Employment Opportunity
FamilyAid is committed to a policy of equal employment opportunity without regard to race, color, national origin, religion, disability, gender, gender identity, sexual orientation, or age.