EA to COO
Job ID: BH492822
Category: Executive Assistant
EA to COO
Job Location: Boston – hybrid
The Executive Assistant provides day-to-day administrative and clerical support to the Chief Operating Officer. They maintain a well-organized and efficient office, including the establishment, implementation and maintenance of office systems that assist in effective program operations. Specifically, the Executive Assistant coordinates program logistics, administrative, project, and meeting management, meeting and document research preparation and distribution, internal and external constituent stewardship, and numerous administrative tasks including meeting scheduling and attendance, note taking, filing, report development and communications. The Executive Assistant works effectively and collaboratively with all departments and staff and supports the COO’s direct reports as needed.
- Associate’s Degree in business or equivalent experience, minimum of five years of administrative experience in an executive office
- Bachelor’s Degree in business and ten years of administrative experience in an executive office
- Strong planning and organizational skills; superior interpersonal, verbal and written skills
- Superior organizational, written and verbal communications skills and demonstrated project management experience
- Demonstrated commitment to our mission, positive approach to change, promoting best development practices.
- Excellent computer skills, extremely proficient with Microsoft MS Suite (Word, Excel, Power Point, and Outlook), good knowledge of MS Visio and SharePoint, and familiarity with MS Teams and Zoom. Highly proficient with all Outlook calendaring functions, including Scheduling Assistant and room management.
- Ability to work effectively under pressure and hit deadlines
- Ability to take initiative
- Must be self-directed
- Willingness to work some evenings and early mornings, as needed
- Works proactively to keep up with program innovations and new administrative technologies
- Demonstrated ability to successfully work in a goal-oriented team environment
ESSENTIAL FUNCTIONS INCLUDE BUT ARE NOT LIMITED TO:
- Responsible for all administrative and office management functions of the Chief Operating Officer’s department and their direct reports as needed, including:
- Schedules appointments and manages the COO’s calendar
- Arranges meeting space and other pre- and post-logistics for internal and external meetings.
- Attends meetings as requested, serving as a recorder. Takes notes and distributes them to participants.
- Answers phone calls and electronic inquiries, responds to questions, and redirects as needed by referring callers to the appropriate internal or external resources.
- Develops and maintains contracts and other project files both in hard copies and electronically.
- Organizes and maintains the COO’s working files.
- Develop and/or maintain SharePoint sites as needed
- Maintain the COO’s org chart
- Coordinate and manage facilities, maintenance, and IT repair/tickets/requests on behalf of the COO
- Works closely with the COO to develop management protocols and serve as a thought partner.
- As an ambassador of the Chief Operating Officer, provides superior customer service and ongoing stewardship to departments, staff, community collaborators, vendors and funders as requested. Is present and participates in agency events and activities.
- As a highly visible extension of the COO office, takes responsibility for job presence, performance, visibility and behavior, and participation in agency activities, with the understanding that each affects the ability of the organization and staff to meet its goals.
- Coordinates logistics for all COO- initiated meetings, or as requested by the COO, including scheduling, procurement and set up of meeting space, developing briefing documents, preparing and distributing approved materials and agendas in advance of meetings, attending meeting, taking minutes, distributing follow up information and other operational aspects of the meeting.
- Supports the Department of Program Evaluation by providing some administrative support as needed.
- Support the development of contract and grant compliance by compiling and distributing approved narratives and HMIS-generated data as requested
- Works closely with other departments and assures the COO that all that all projects and contracts are up to date.
- Ensures COO-supervised managers submit monthly management reports outlining the progress on all projects.
- Arranges travel plans and expense reports for COO, and other Vice Presidents and Directors as requested.
- Accepts supervision and guidance and actively participates in efforts to improve quality of performance.
- Protects and maintains confidential information and adheres to policies and procedures.
- Collects and compiles information for reports, contracts, and projects
- Assists in preparing for monitoring and audit visits.
- Complies with and models compliance with all policies and procedures, including occupational health and illness prevention policies and procedures.
- Accepts additional duties or temporary reassignment in the event of an emergency affecting agency operations.
- Participates in agency-wide committees as assigned i.e., health & safety, holiday planning committees etc.
- Performs other related clerical and administrative duties as assigned by the COO or President and Executive Director
The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.