AWMF seeks an Executive Assistant (EA) who shares the Foundation’s core values and has broad administrative experience. Reporting to the Managing Director, you will play a critical role in operations, communications, record-keeping, and short-term projects. You will provide essential administrative support to carry out the Foundation’s mission.
Key Responsibilities:
- Operations:
- Manage the Foundation-wide calendar, scheduling and ensuring timely awareness of routine and ad hoc meetings.
- Coordinate virtual and in-person meetings and events, including setup and monitoring of virtual platforms, securing venues, distributing materials, documenting and distributing meeting notes, invitation drafting, RSVP management, and logistics.
- Coordinate travel for AWMF staff, including developing itineraries and booking travel.
- Assist Managing Director in preparation for board meetings.
- Provide support to the Managing Director; serve as the Managing Director’s backstop in case of absences or emergencies.
- Communications, Social Media, Outreach:
- Maintain impeccable contact list records, regularly updating them to ensure accuracy and incorporate contacts relevant to specific initiatives.
- Maintain impeccable constituent and stakeholder records, ensuring accuracy and keeping information up to date.
- Coordinate and track timely constituent and stakeholder engagement by the Chair, Advisory Board, and the Managing Director.
- Prepare and track thank you notes and donation receipts.
- Manage AWMF’s general mailbox, ensuring timely message routing and follow-through.
- Work with outside contractors/interns to:
- Manage digital marketing platform, including drafting and sending invitations, updates, and letters.
- Manage social media accounts, including writing and posting.
- Seek content for and draft email updates to AWMF’s advisors, new voices, and broader network.
- Review and copyedit AWMF’s website; recommend areas for improvement related to user experience and content organization.
- Research, identify, and recommend a platform for AWMF-facilitated new voice communications; oversee platform.
- Handle all hard-copy mailings.
- Special Projects:
- Record, collate, and digitize materials in AWMF’s hard copy archive.
- Continue building AWMF’s digital library, including tracking AWMF publications, reconciling and collating resources in AWMF’s digital archive, and periodically releasing new content on the website.
- Conduct ad hoc research on a variety of practical topics as required.
Qualifications:
- A formidable record of supporting a small organization with a big mission.
- Outstanding organizational skills, with the ability to effectively prioritize competing tasks.
- Superior time-management skills.
- Proven problem-solving abilities, coupled with a proactive and self-motivated approach.
- Strong communication skills with attention to detail.
- Fluency in Microsoft Office and virtual meeting platforms.
- Proven ability to manage multiple outside contractors and interns.
To Apply:
Please send a resume or CV and a cover letter of no more than 300 words to info@andrewwmarshallfoundation.org. Please include “Executive Assistant– [Your Name]” in the subject line. If you are contacted for an interview, you will be asked to provide contact information for two references.
Technical Details:
Position Type: Exempt
Location: Remote with occasional travel; Boston, MA area preferred
Standard Schedule: Full time, 40 hours/week, Monday – Friday
Starting Annual Salary: Commensurate with experience
Benefits: Generous leave policy; health, dental, and vision insurance; eligible to contribute to 401k
