Bay Cove Human Services' mission is to partner with people to overcome challenges and realize personal potential. Bay Cove pursues this mission by providing individualized and compassionate services to people facing the challenges associated with developmental disabilities, mental illness, substance use disorders, and homelessness at more than 175 program sites throughout Greater Boston and Southeastern Massachusetts.
Bay Cove Human Services is committed to ensuring the representation and participation of candidates from diverse backgrounds and experiences. We encourage all qualified individuals, particularly those from historically marginalized groups, to apply.
Job Summary:
The Executive Assistant will provide comprehensive support to the CEO and will leverage their ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. The role requires an individual who is experienced in responding to complex situations and handling sensitive materials in a discreet, timely manner. The ideal candidate takes initiative, is well organized, flexible, and can manage multiple priorities simultaneously
Essential Functions of the Position:
Serve as the point of contact for internal and external constituencies on matters pertaining to the CEO.
Provide sophisticated calendar management for the CEO to optimize time management.
Prioritize conflicting needs and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
Handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
Work closely with the CEO to keep them well informed of and prepared for upcoming commitments and responsibilities.
Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive, highly confidential and critical nature.
Determine appropriate course of action, referral or response, exercising judgement to reflect CEO's style and organizational policy/philosophy/culture.
Complete a broad variety of work that facilitates the CEO's ability to effectively lead the organization.
Managing CEO's correspondence, including CEO's email and mail correspondence and inquiries.
Ensuring CEO is prepared for upcoming meeting by collecting, prioritizing and preparing information/materials for upcoming meetings.
Designing and producing complex documents, reports, and presentations.
Creating and maintaining contact lists.
Making complex and detailed travel arrangements and completing travel reports.
Utilizing extensive knowledge of the organization to collaborate with partners and resolve questions and issues.
Assisting with meeting agendas and managing logistics for high-level meetings and events.
Participate in special projects and strategic initiatives as needed.
Comfortably handle highly confidential and time sensitive information with necessary care and prioritization.
Work with the Executive Team to coordinate the CEO's outreach activities.
Follow up on contacts made by the CEO to cultivate ongoing relationships.
Proactively identify process improvements and opportunities to enhance support of the CEO.
Flex to complete various assignments and additional duties to ensure comprehensive and effective support.
Job Requirements:
5+ years of direct executive assistant experience required.
Experience supporting VP, President, C-suite, or the head of company
Excellent written and oral communication skills.
Excellent interpersonal skills across all levels of the organization.
Experience with Microsoft Office and Google Suite
Ability to manage multiple responsibilities in a fast-paced environment.
Ability to multi-task and prioritize accordingly.
Ability to work independently or effectively as part of a team.
Ability to work a flexible schedule as needed to support and/or attend early morning or evening events meetings.
