Executive Assistant - Boston - Bridge Over Troubled Waters

Description

Executive Assistant

For over 55 years, Bridge Over Troubled Waters has been a cornerstone of support for runaway, homeless, and high-risk youth in Boston. As a nationally recognized nonprofit, we are proud of our legacy and the trust we have built within the community. Our mission is to transform lives through safe, supportive relationships, counseling, housing, and skill-building, guiding youth toward self-sufficiency and long-term success.

We are seeking a seasoned Executive Assistant to support the President/CEO in a high-impact, challenging environment. This is a senior-level role requiring exceptional judgment, discretion, and strategic thinking. The ideal candidate will be a polished professional who thrives in a mission-driven organization and understands the importance of supporting a visionary leader and advancing organizational priorities.

The Executive Assistant reports to the President / CEO and will collaborate closely with the senior team, Board of Directors, and external constituents. As our Executive Assistant, you will play a meaningful role within the organization, ensuring exceptional communication between the senior team and board of directors as well as coordinating schedules and travel for the President / CEO. You will have significant administrative responsibility in the overall management of the organization's internal and external operations.

The ideal candidate will possess strong diligence, the ability to work quickly, superior communication skills and adaptability as we work in an ever-changing environment supporting young people. This is an excellent opportunity to join a dynamic organization in a role where you can contribute immediately, grow immensely and advance our mission.

Reports to: President / CEO

Hours: Full time

Job Site: Bridge Headquarters | 47 West Street Boston, MA 02111

Exemption Status: Exempt

Key responsibilities include the following. Other duties may be assigned.

Executive

• Assist the CEO with daily administrative duties that include calendar management; proactively identifying, scheduling, and addressing travel arrangements and/or conflicts; answering and routing phone calls and mail.
• Conserve President / CEO's time by reading, researching, and routing correspondence; drafting letters and documents, collecting, and analyzing information; initiating telecommunications.
• Plan and coordinate organization, set up/clean-up for special events and meetings on behalf of the CEO.
• Represent the CEO at external meetings in their absence, speaking on their behalf.
• Develop and refine correspondence, proposals, reports, and other executive/organizational documents.
• Coordinate and execute personal outreach to customers on behalf of the executive.

External and Internal Operations

• Provide administrative support to the President / CEO, the Board of Directors, and senior staff as needed.
• Prepare materials for all staff-related meetings facilitated by President / CEO.
• Create and maintain a monthly schedule of all staff and program meetings.
• Record, prepare, disseminate, and archive minutes for staff, board, and internal leadership meetings. Follow up on action items assigned in meetings.
• Coordinate and set up video and audio conference calls.
• Create and maintain internal databases.

Administrative and Office Management

• Create, manage, and schedule monthly calendar of staff schedules, office events, meetings, conferences, interviews, orientations, training sessions and other activities for the organization.
• Ensure office inventory is stocked with necessary supplies and all equipment is working and properly maintained.
• Maintain operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Ensure administrative office spaces always maintain professional appearance.

Board Relations

• Collaborate with the President / CEO to coordinate Board of Directors Meetings, including preparing and distributing materials in advance, preparing meeting minutes, board packets, collecting committee reports, setting up equipment and ordering refreshments.
• Collaborate with the President / CEO and Board Chair to coordinate new Board orientation, Board committee meetings, Board manual updates and other Board-related activities.
• Manage correspondence with board members in a timely manner via phone, email, and/or video conference.
• Maintain the board listing, attendance records, board profiles and electronic files related to executive and Board archives.
• Respond to routine questions from board members (e.g., meeting coordination)

Qualifications & Experience

• Bachelor's degree required; Master's degree preferred.
• Minimum of 5 years of experience supporting C-level executives in a fast-paced, mission-driven environment.
• Demonstrated ability to manage complex calendars, prioritize competing demands, and maintain absolute confidentiality.
• Exceptional written and verbal communication skills with a high level of professionalism and discretion.
• Proficiency in Google Workspace and Microsoft Office Suite; adept at learning innovative technologies.
• Strong organizational and project management skills with the ability to anticipate needs and take initiative.
• Experience working with nonprofit boards and senior leadership teams is highly desirable.
• A collaborative, initiative-taking, and resourceful approach with a commitment to the mission of serving vulnerable youth.

Compensation & Benefits

Bridge Over Troubled Waters is an Equal Opportunity Employer and offers a competitive salary and a competitive benefits package including medical, dental and vision plans, paid time off and a retirement savings plan.