Be part of our dynamic, inspired team at Epilepsy Foundation New England!
Established in 1983, Epilepsy Foundation New England, Inc. (EFNE) is a 501(c)(3) nonprofit organization with a mission to improve the quality of life of people living with epilepsy and their families in MA, ME, NH, RI, and VT. The Executive Assistant is critical in fulfilling and advancing EFNE’s mission. This role serves as a key support function for the organization’s executive leadership, connecting organizations, projects, and critical information through the organization, ensuring meetings and materials are efficient and effective, and serving as a trusted partner to ensure delivery of key outcomes.
The Executive Assistant provides high-level administrative for EFNE’s Programs and Services team with consistent, thorough, and confidential assistance with organizational tasks such as responding to emails and calls, coordinating meetings and logistics, and attending to needs related to supporting staff, Community Health Workers, and client services. They are a proactive problem solver with exceptional communication skills and meticulous attention to detail. This position will primarily support the VP for Programs and Services; they may also be asked to provide additional support to other EFNE team members, as directed, to ensure that agency goals and objectives are accomplished and that programs and services run efficiently.
The dynamic nature of this role requires the Executive Assistant to have exemplary time management skills and the ability to identify and anticipate needs in an environment that emphasizes the value of diversity, equity, inclusion, and accessibility. The role must interact seamlessly and with a professional demeanor across a broad range of individuals including members of the organization’s Leadership Team, Board of Directors, and key external leaders. To perform this job successfully, the Executive Assistant is expected to handle highly sensitive and confidential financial, legal, personnel, and institutional information while exercising professionalism and discretion.
Job Responsibilities and Performance Standards:
- Provide sophisticated calendar management for the Programs and Services team. Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements
- Develop project plans clearly defining scope, goals, and objectives by outlining tasks, resources, timelines and deliverables to ensure project execution.
- Conduct/attend regular project meetings to keep teams informed of project status and deliverables.
- Complete a wide variety of administrative tasks that facilitate the VP’s ability to oversee Programs and Services, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing time, expense, and mileage reports.
- Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the VP, including those of a highly confidential or critical nature. Prioritize and determine the appropriate action, referral, or response, exercising judgment to reflect the VP’s style and organization policy.
- Work closely with the VP to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense of the issues taking place in the environment and keeping the VP updated. Anticipate the VP’s needs in advance of meetings, conferences, etc.
- Work with the COO to develop and implement various projects, ensuring they stay on schedule and are completed on time.
- Help to create a welcoming environment for staff, service members, and clients.
- Other projects/duties as assigned for the organization's overall benefit.
Professional Standards and Conduct:
· Collaborative and Responsive: Regularly communicate, follow up, and use a team-driven approach. Respond thoughtfully and promptly to agency needs, requests, and inquiries; identify and build partnerships with key stakeholders. Demonstrate excellent organizational and time management skills to meet various deadlines, ensuring closed-loop communication, multi-tasking, and maintaining flexibility to adapt and adjust workload assignments based on various needs.
· Communication: Skilled in verbal and written communication, demonstrating the ability to communicate information in various ways to meet diverse styles and cultural backgrounds. Able to maintain high integrity and discretion in handling confidential information. Excellent judgment and the ability to switch gears at a moment’s notice are essential.
· Analytical: Critical thinking skills, using logic and reasoning to identify the strengths and opportunities of alternative solutions, conclusions, or approaches to problems. Make appropriate, informed decisions regarding priorities and available time and react appropriately to situations requiring quick response or turnaround. Ability to complete many time-sensitive and complex tasks and projects with little or no guidance.
· Attendance and Punctuality: Dependable, punctual, showing flexibility when needed. Attends meetings as needed and is fully present and participates during those meetings.
· Commitment: Embody EFNE’s core values and show integrity, accountability, and professionalism in all interactions. Aids in furthering EFNE’s mission and commitment to an inclusive environment.
Experience and Competencies:
· High-school diploma required. Associate's or Bachelor's degree is strongly preferred.
· Certifications as an Administrative Professional or Microsoft Office Suite Specialist are strongly preferred and considered in lieu of an Associate’s or Bachelor's degree.
· 3-5 years of executive support experience is desired, including supporting C-level executives, ideally in a non-profit setting. Consideration for candidates with a combination of education and experience.
· Strong ability to execute work with a diversity, equity, and inclusion lens.
· Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
· Technical proficiency and problem-solving skills in basic IT infrastructure, IT support and troubleshooting, and cloud-based environments (web-based applications).
· Exceptional organizational skills and impeccable attention to detail.
· High professionalism in dealing with diverse groups of people, including AmeriCorps members, senior executives, staff, community leaders, donors, and funded partners.
Work Environment: As noted above, this position requires that at least a portion of each week be spent working on site in Lowell, Massachusetts. EFNE otherwise supports a hybrid working environment, with most of its staff working remotely most of the time. On occasion, attendance at various EFNE events on weekends and evenings will be required with advance notice. This role routinely uses standard office equipment such as computers, phones, and filing cabinets.
Physical Demands: The physical demands described for this position are representative of those that must be met by an office employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.
Position Type/Expected Hours of Work: This is a full-time position. Some evening and weekend hours are required and are scheduled in advance, collaboratively.
Travel: Local and regional travel will be needed at various times, with mileage to be reimbursed at the prevailing IRS mileage reimbursement rate.
Equal Opportunity: EFNE provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, EFNE complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
EFNE prohibits any forms of discrimination and harassment based upon a person’s protected status. “Protected status” means a person’s race, color, national origin, sex, age (40 and over), religion, sexual orientation, disability (mental, physical, or invisible), gender identity or expression, political affiliation, marital or parental status, pregnancy, genetic information (including family medical history), military service, their submission of a complaint, or activity in any Equal Employment Opportunity related activity. EFNE seeks to create an environment that is free of discrimination and harassment, and to provide all employees the freedom to compete on a fair and level playing field.
This position has access to vulnerable populations.
Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Job Type: Full-time
Pay: $50,000.00 - $60,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Flexible schedule
- Health insurance
- Paid time off
- Retirement plan
Schedule:
Work Location: In person