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Executive Assistant

If you are looking for a career in a fast paced setting working with a team that is mission driven and dedicated to finding creative solutions to difficult problems, we invite you to apply.

ABOUT BRIDGE OVER TROUBLED WATERS, INC.

For more than 48 years, Bridge Over Troubled Waters has provided a comprehensive continuum of care for runaway, homeless, and high risk youth in Boston and has been a national model in providing innovative youth services. Our mission is to transform the lives of youth through safe, supportive and encouraging relationships, counseling, housing, and skill-building, to guide them towards self-sufficiency and achieving their goals.

THE OPPORTUNITY:

The Executive Assistant reports to the Executive Director (ED) and will work closely with the senior team, Board of Directors and external constituents. As our Executive Assistant, you will play a meaningful role within the organization; ensuring exceptional communication between the senior team and board of directors as well as coordinating schedules and travel for the ED. You will have significant administrative responsibility in the overall management of the organization's internal and external operations.

The ideal candidate will possess strong attention to detail, the ability to work quickly, superior communication skills and adaptability as we work in an ever-changing environment supporting young people. This is an excellent opportunity to join a dynamic organization in a role where you can contribute immediately, grow immensely and advance our mission.

Reports to: Executive Director

Hours: Full time

Job Site: Bridge Headquarters | 47 West Street Boston, MA 02111

Exemption Status: Exempt

KEY RESPONSIBILITIES include the following. Other duties may be assigned.

Executive

  • Assist the ED with daily administrative duties that include calendar management; proactively identifying, scheduling and addressing travel arrangements and/or conflicts; answering and routing phone calls and mail.
  • Conserve Executive Director’s time by reading, researching, and routing correspondence; drafting letters and documents, collecting and analyzing information; initiating telecommunications.
  • Plan and coordinate logistics, set up/clean up for  special events and meetings on behalf of the ED.
  • Represent the ED at external meetings in their absence, speaking on their behalf.
  • Develop and refine correspondence, proposals, reports, and other executive/organizational documents.
  • Coordinate and execute personal outreach to customers on behalf of the executive.

External and Internal Operations  

  • Provide administrative support to the Executive Director, the Board of Directors, and senior staff as needed.
  • Prepare materials for all staff related meetings facilitated by Executive Director.
  • Compile the agenda for the Coordinators meeting prior to the start of each week.
  • Create and maintain a monthly schedule of all staff and program meetings.
  • Record, prepare, disseminate and archive minutes for staff, board and internal leadership meetings. Follow up on action items assigned in meetings.
  • Coordinate and set up video and audio conference calls.  
  • Create and maintain internal and databases.

Administrative and Office Management

  • Create, manage and schedule monthly calendar of staff schedules, office events, meetings, conferences, interviews, orientations, training sessions and other activities for the organization.
  • Ensure office inventory is stocked with necessary supplies and all equipment is working and properly maintained.
  • Maintain operation of equipment by completing preventive maintenance requirements; following manufacturer’s instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
  • Ensure administrative office spaces maintain professional appearance at all times.
  • Provide coverage for front desk and receptionist as needed.

Board Relations

  • Work with the Executive Director to coordinate Board of Directors Meetings 4 times a year including preparing and distributing materials in advance, preparing meeting minutes, board packets, collecting committee reports, setting up equipment and ordering refreshments.
  • Work with the Executive Director and Board Chair to coordinate new Board orientation, Board committee meetings, Board manual updates and other Board-related activities.
  • Manage correspondence with board members in a timely manner via phone, email and/or video conference.
  • Maintain the board listing, attendance records, board profiles and electronic files related to executive and Board archives.
  • Respond to routine questions from board members (e.g. meeting logistics)

QUALIFICATIONS & EXPERIENCE:

  • A BA/BS required and 3+ years of experience in a similar position.  
  • 3+ years of professional work experience.
  • Proficient with Google and Microsoft office suites.
  • A proven multi-tasker with a high level of detail orientation.
  • Professional demeanor, strong interpersonal skills, and a team player.
  • Ability to work effectively with diverse populations and cultural groups.
  • Ability to handle confidential and sensitive information with discretion.
  • Comfort with independent work, managing up and across the organization.
  • Highly effective and collaborative individual with great optimism and energy.
  • Passionate about our mission, working to support young people experiencing homelessness.
  • Strong multitasking and prioritizing skills with the ability to meet deadlines.
  • The ability to think critically, analyze information and make actionable recommendations.  
  • Excellent verbal and written communication, organizational and time management skills.

COMPENSATION & BENEFITS:

Bridge Over Troubled Waters is an Equal Opportunity Employer and offers a competitive salary and a  competitive benefits package including medical, dental and vision plans, paid time off and a retirement savings plan.

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our philosophy

We believe in the power of positivity, and that people deserve to be happy both at home and at work.  That's why we focus on three key components to find the right match for each of our current openings: aligning your individual strengths with the requirements of the role, finding work you feel passionate about, and ensuring your values match those of the organization.

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