Executive Assistant, Newton

Executive Assistant
Contract to perm
Hourly
: $*****hr
Salary
: $*****k if/when converted
Onsite - Cambridge
Must Haves
:
Bachelor's Degree
3-5 years of Executive Support experience
Experience with Microsoft 365, Zoom, and collaborative work platforms
Ability to draft, edit, and format professional documents, presentations, spreadsheets, and correspondence
Calendar Management
Dynamic personality looking for an opportunity to grow in a start-up environment
Preferred
:
Non-profit
Experience working with boards
Experience working with donors and external partners
Event Coordination or at least an interest in taking this one
Principal Duties & Responsibilities
Executive & Leadership Support
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
Fundraising & Donor Coordination
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