Executive Assistant Job Cambridge area,Massachusetts USA,Administrative/Clerical

Manage co-founder calendars, scheduling, and meeting coordination, including prioritizing requests, resolving conflicts, protecting focus time, and ensuring meetings are well prepared
Coordinate logistics for donor meetings and external engagements
Prepare leadership for meetings and appointments by providing itineraries, briefings, agendas, background notes, and supporting materials, including as needed creation of PowerPoint presentations, Excel charts, or Word documents
Prepare meeting follow-up items as requested and help track decisions, deadlines, and action items to completion
Support leadership with travel planning and expense coordination
Help triage requests and communications, flagging urgent or sensitive matters and escalating appropriately
Draft, edit, and format professional correspondence, meeting summaries, and other documents as needed

Board & Advisory Group Administration

Coordinate Board of Directors and advisory group meetings
Prepare and distribute agendas, meeting materials, and minutes
Track action items and support follow-up on Board decisions
Maintain governance-related documentation and records
Support smooth communication among Board members, advisors, co-founders, and staff
Support scheduling and logistics for donor cultivation meetings
Assist with preparation and organization of donor materials, including pre-meeting briefing materials
Coordinate follow-up and communication tracking related to fundraising activities
Support leadership in maintaining organized donor engagement workflows
Help maintain accurate donor contact records, meeting histories, and next steps

Event & Logistics Support

Assist with logistics coordination for organizational retreats, meetings, lunches, dinners, and events
Coordinate vendors, scheduling, and travel arrangements where needed
Provide administrative support for high-level convenings and leadership meetings
Maintain business accounts and prepare/process expense reimbursement requests
Handle miscellaneous tasks such as printing, copying, mailing, and other duties as assigned
Help ensure that events and meetings are professionally organized and followed by clear next steps

Qualifications:

Bachelor's degree preferred or equivalent professional experience
3-5+ years of administrative, executive support, or operations experience
Exceptional organizational and time-management skills
Strong written and verbal communication skills
Ability to manage multiple priorities and maintain attention to detail
Professional discretion and ability to handle confidential information
Strong interpersonal skills and ability to work with senior academic, philanthropic, and organizational leaders
Ability to work independently and proactively in a fast-paced environment
Experience with Microsoft 365, Zoom, and collaborative work platforms
Ability to draft, edit, and format professional documents, presentations, spreadsheets, and correspondence
Sound judgment and comfort handling sensitive relationships, confidential information, and competing priorities

Preferred:

Experience supporting executives, boards, or nonprofit leadership teams
Familiarity with higher education, nonprofit, or academic environments
Experience with CRM systems
Experience coordinating events, retreats, Board meetings, or donor meetings
Comfort working in a startup or early-stage organizational environment where systems are still being built