Executive Assistant to President​/CEO

JOB TITLE:

Executive Assistant

REPORTS TO:

President/CEO

SUMMARY OF POSITION:
The Executive Assistant to the President/CEO provides high-level administrative, organizational, and strategic support to ensure the efficient operation of the Executive Office. This role manages complex scheduling, coordinates communications, supports Board of Directors activities, and assists with special projects and reporting. The Executive Assistant must exercise exceptional judgment, professionalism, discretion, and confidentiality while serving as a key liaison between the President/CEO, internal leadership, staff, and external stakeholders.

• Serve as the primary point of contact for the President/CEO, exercising sound judgment to prioritize requests and act on behalf of the executive when appropriate.
• Manage and maintain a complex and dynamic executive calendar, including scheduling internal and external meetings, conferences, telecommunications, and travel arrangements.
• Anticipate scheduling conflicts and proactively resolve issues to optimize the President/CEO’s time and effectiveness.

• Coordinate day‑to‑day executive office activities and ensure timely and accurate flow of information to and from the President/CEO.
• Read, research, route, and respond to correspondence and other materials; draft letters, reports, and documents as needed.
• Facilitate regular and effective communication with senior leadership, staff, Board members, and key external partners.
• Represent the Executive Office internally and externally with professionalism and in a manner that reflects positively on the organization.

• Prepare materials for Board of Directors meetings, executive meetings, and conferences, including agendas, reports, and supporting documents.
• Track follow‑up items and deliverables to ensure timely completion after meetings and events.

• Assist with special projects, research, and report preparation as assigned by the President/CEO.
• Write, edit, and proofread correspondence and documents with a high level of accuracy and professionalism.
• Maintain organized records and files related to executive activities and confidential matters.

• Maintain absolute confidentiality and discretion with sensitive and high‑level information.
• Demonstrate exceptional customer service, professionalism, and diplomacy in all interactions with management, staff, and external contacts.

• High school diploma or equivalent required.
• Minimum of 2 years of experience providing executive‑level administrative support.
• Must possess a valid MA driver’s license.
• Must be able to pass MA CORI and Drug Testing requirements.
• Demonstrated understanding of, and commitment to adhering to, federal and state policies (42 CFR Part 2, HIPAA).
• Demonstrated expertise in complex calendar management and coordination of executive meetings and travel.
• Excellent verbal and written communication skills.
• Exceptional organizational skills, attention to detail, and ability to manage multiple priorities simultaneously.
• Ability to work independently, exercise initiative, and thrive in a fast‑paced environment while also collaborating effectively as part of a team.
• Strong proficiency in Microsoft Office and web‑based research tools; ability to quickly learn new technologies and systems.

Monday‑Friday 9:00 am‑5:00 pm

Health Insurance, Dental Insurance, PTO, PFMLA, Tuition Reimbursement, Life Insurance, EAP, 401K with match after 1‑year

Gavin Foundation has 225+ employees and offices in South Boston, Quincy, Dorchester, New Bedford and Worcester. Gavin Foundation is an Equal Opportunity Employer, and we value diversity in our workforce. We are committed to providing equal opportunities to all job applicants and employees. The Gavin Foundation considers all qualified applicants, and we encourage individuals with disabilities and veterans to apply.