CEO Executive Assistant

Are you passionate about disrupting systems of poverty and inequity? Hildebrand is now hiring an Executive Assistant to support its CEO as they implement its bold and transformative three-year strategic plan. This full-time, exempt, hybrid position offers a competitive salary and comprehensive benefits package and is conveniently located on Massachusetts Avenue in Cambridge, MA, just steps from the MBTA’s Central Square stop.

The ideal candidate will be comfortable in regular, face-to-face contact with all levels of the organization as well as external constituents while displaying poise and confidence. They must be confident using various technology platforms, including Google Suite and Microsoft Office, have excellent written and verbal communication skills, and have superior attention to detail. Lastly, successful candidates will bring

What You Will Do:

• Assist in the preparation of all communication materials, including materials, talking points, speech drafts, presentations, and proposals before their release.

• Maintain CEO calendar and schedule meetings with others internally and externally, including sending and managing video and/or in-person meeting invitations.

• Coordinate external meeting arrangements, secure meeting details, coordinate logistics in advance and with last-minute, day-of changes, and keep the CEO, and others informed.

• Support CEO in cultivation and development-related activities, including coordinating site visits and special events or meetings. Set up rooms for meetings (i.e. video, seating), including ordering food.

• Follow up on requests for information from internal and external sources.

• Assemble Board of Director's package materials and distribute them prior to meetings.

• Coordinate communication with the Board members and other meetings of the CEO.

• Take minutes of meetings and distribute prior to meetings, along with the agendas for senior team meetings, management meetings, All Staff meetings, Board of Directors, and any other meetings facilitated by the CEO.

• Maintain and update Board of Directors schedule of meetings, Board manual, meeting attendance, contact information, etc.

• Manage shared drive folders. Perform administrative tasks such as mailing, copying, filing, etc.

• Manage both paper and electronic systems that support the CEO and promote the efficient operation of the organization.

• Collect department and special reports (e.g. serious incident reports), and maintain tracking.

• Create and/or maintain effective communication systems, electronic shared drive and paper filings, contacts, correspondence, record keeping, etc.

• Write content and ensure that the website is updated by making regular changes as needed in Word Press.

• Support CEO in external communication, coordinating with the Chief Development Officer, and utilizing Canva, Publisher, and/or Constant Contact by creating draft content and layouts for external communications (e.g. annual

  report, newsletters, blogs, social media posts, emails). Maintain annual production calendar.

• Process donations with entry into Donor Perfect, generate acknowledgment letters to donors and run monthly donations reports and dashboards.

• Order supplies as needed and support the processes for inventory control, supply and equipment ordering, and maintenance.

• Collect and submit receipts to finance as needed.

• Coordinate assigned projects and all other related duties as needed.

What You Will Bring:

• Education- Bachelor’s degree in English, Communications, or related field.

• Experience- previous experience supporting senior-level executives, preferably in the nonprofit sector, and enjoy working on multi-dimensional and varied projects.

• Skills- Strong organizational skills and ability to handle varied tasks. Ability to manage up and develop positive relationships with the CEO and work in collaboration with leadership in general. Excellent time and calendar management skills, with experience coordinating complex logistics both in advance and last-minute, day-of changes.

• Communication- Excellent written and verbal communication skills with experience editing communication materials, including email correspondences and letters, presentations, talking points, speech drafts, and proposals before release.

• Technology- Advanced skills in spreadsheets; comfort and ease with Microsoft Windows, PowerPoint, Excel, and Google Suite. Experience with Donor Perfect or similar database management is a plus.

• Personality- Strong interpersonal skills and the ability to work with diverse groups of people, specifically the ability to build relationships via technology without direct or significant face-time. Understanding the need to exercise discretion when handling confidential matters. Personal drive, flexibility, dependability, integrity, and commitment to excellence. Sense of humor and desire to contribute to a positive work culture.

Hildebrand is a 33-year-old organization solely focused on families experiencing homelessness. Hildebrand’s mission is to transition families out of homelessness to safe, affordable, permanent housing while working to disrupt the systems that lead to poverty and homelessness.

As one of the largest family shelter organizations in the area, Hildebrand operates 140 units of emergency shelter throughout the neighborhoods of Boston and Cambridge and 22 units of affordable housing in four buildings, and an array of services that include case management, housing search, and stabilization services to ensure families remain stably housed. Hildebrand is a rapidly growing organization with a staff of 60 employees and operates on a $9.1M budget.

Our vision is Every Family Has a Home.