The Assistant to the Executive Director (AED) supports the Executive Director (ED) of the Wellesley Centers for Women (WCW) in diverse administrative duties of considerable functional scope. The ideal individual will have the ability to exercise good judgment in a variety of situations and will possess strong written and verbal communication, administrative, and organizational skills. The AED will be tech-savvy and comfortable learning new technologies. The ability to maintain a realistic balance among multiple priorities is imperative. The Assistant to the Executive Director must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. The Assistant to the Executive Director must be creative and enjoy working within an environment that is mission-driven, results-driven, and community oriented.
The Assistant to the Executive Director provides meeting support and research assistance to the ED; organizes logistics for WCW events, conferences, meetings, and special programs; supports the Council of Advisors; greets guests; and works closely with the Chief of Staff and Director of External Relations.
Primary Position Responsibilities
Manage scheduling and travel logistics for the Executive Director, as well as processing the ED’s expense reports and corresponding on behalf of the ED. Assist with ED’s calendar as requested. In addition, the AED will support the ED in meeting preparation, research, and materials. The Assistant to the Executive Director is also the first point of contact for WCW phone lines and email accounts, responding to and forwarding constituent messages in a timely manner. Greets and triages visitors to Cheever House. Coordinate event planning, scheduling, logistics, and some programming for WCW meetings, events, and special programs as assigned. Conduct library and internet research for the ED, including but not limited to procuring books from the library, finding articles on specific topics of interest to the ED, conducting background research on organizations and individuals, finding history on WCW, and conducting research to support meeting preparation for the ED as requested. Coordinate logistics for WCW Council of Advisors (CoA) meetings, including supporting CoA committees and task forces as requested, processing related expense reports, scheduling and travel support, and completing and disseminating minutes and notes for all CoA and committee meetings in a timely manner. Provide support for WCW’s NGO Special Consultative Status at the UN, including designating official representatives, collecting information for the quadrennial report, and organizing logistics and travel for the UN Commission on the Status of Women and related events. Manage the official WCW Calendar ensuring the calendar is consistently updated with new information. Other duties as assigned. Please note, this job description is not designed to cover a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job.
AED takes direction and insight from the ED and Chief of Staff. ED’s travel arrangements and expense reporting are executed in a professional, accurate, and timely manner. AED works cooperatively with WCW administrative team and communicates openly and effectively with all staff. AED responds positively to change and looks for ways to streamline and make responsibilities more efficient. AED represents and applies in-depth knowledge about WCW to the ED’s contacts when communicating. AED succeeds in balancing several tasks at one time, is willing to be flexible and finish projects in a timely manner. Maintains confidence and protects operations by keeping information confidential and by inspiring trust. Confidential and sensitive handling of all constituent information and communications.
- Associate degree required, Bachelor’s degree preferred
- At least 2 years related work experience
- Non-profit or Higher Education experience preferred
Skills and Abilities Required
- Strong interpersonal skills with the ability to take initiative as well as robust organizational, schedule management, project management, and problem-solving skills with multi-tasking abilities.
- High attention to detail and accuracy
- Ability to work independently as well as collaboratively and exercise solid, thoughtful judgment.
- Excellent communication skills, both verbal and written.
- Capacity to prioritize and work with a variety of internal and external personalities, with an orientation towards customer service.
- Shows commitment and interest in the mission of WCW.
- Ability to manage up and proactively problem solve.
- Proficient in Microsoft Office and video conferencing, familiarity with or ability to learn Google Suite, Adobe, and Workday.
- Ability to coordinate remote and hybrid meetings, as well as supporting participants as needed.
- The Assistant to the Executive Director represents the ED and WCW in all their actions both with internal and external constituencies.
- This position is a 60%-time role. Schedule to be set in partnership with ED.
- Available to work occasional nights and weekends as required to support special events.
All employees hired after August 2, 2021 are required to upload proof of vaccination against COVID-19, subject to approved medical or religious exemptions or disability accommodations