Executive Assistant

Executive Assistant

Non-Exempt 

ORGANIZATION

Metro Housing|Boston is a leading nonprofit dedicated to connecting the residents of Greater Boston with safe, decent homes they can afford. Metro Housing empowers families and individuals to move from homelessness to housing stability. Serving more than 25,000 households annually, we work seamlessly to bridge the gaps among government, nonprofits, and corporations to continually increase our impact. With more than 30 years’ experience piloting and implementing housing programs, we have solidified our position as an industry-leading expert on navigating the affordable housing field.

MISSION

“We mobilize wide-ranging resources to provide innovative and personalized services that lead families and individuals to housing stability, economic security, and an improved quality of life.”

OVERVIEW

The Executive Assistant provides administrative support to the Executive Director and other Senior Staff.   S/he must frequently use independent judgment in the carrying out of administrative duties, including maintaining the Executive Director’s schedule, handling confidential and highly sensitive files, composing correspondence, writing proposals and reports, and proofreading. The Executive Assistant may occasionally provide backup support for various other departments within the agency. This position requires a comprehensive understanding of agency operations, policy issues, and critical thinking. In addition s/he may also be asked to coordinate and implement special projects, assignments, and events. This is a hybrid position where you will work a minimum of two (2) days per week in the office at 1411 Tremont Street Boston, MA.  Hybrid work schedule may change, and you will be notified by your supervisor. 

REPORTS TO

Executive Director 

RESPONSIBILITIES MAY INCLUDE:

Represent the agency to all callers and visitors to the Executive Office, from corporate and political representatives to owners and residents with multiple needs. Answer and screen phone calls in a professional and diligent manner. Respond to inquiries and route them to the appropriate staff member.

• Coordinate meetings of the Board of Directors and Committees of the Board.
• Attend all board and committee meetings and record minutes. 
• Produce board and committee minutes in a timely fashion and submit to Executive Director for review and approval.
• Prepare agenda and materials, including meeting minutes, for review by Executive Director.  Gather, compile, and review reports from senior management to include in materials.   Distribute to board members and other meeting attendees. 
• Make meeting and travel (transportation and lodging) arrangements for the Executive Director and management staff as needed. 
• Conduct internet and other forms of research as assigned by the Executive Director.
• Open Executive Director’s mail, paying close attention to time sensitive materials.
• Distribute mail to appropriate staff members in the Executive Director’s absence.
• Maintain confidential and important agency files housed in the Executive Office (including the Director’s files, contracts, legislative records, policies and procedures, meeting minutes, and various other documents). 
• Additional clerical functions will include word processing and photocopying.
• May act as assistant Clerk of the Board of Directors, maintaining board and agency documents.
• Implement special projects and assignments as assigned.
• Serve as a liaison for all committees and special groups throughout the agency to foster interdepartmental communication.
• Maintain electronic contract files
• Complete City of Boston contract files as needed
• Other duties as assigned.

QUALIFICATIONS:

• General knowledge of government, regional economy, housing and greater Boston communities.
• Demonstrated experience in an Executive Office or similarly challenging setting.
• Demonstrated proficiency with computer skills, including Microsoft Office, Word, Excell, Adobe Acrobat and Outlook.
• Excellent verbal and written skills. Writing sample required.
• Strong sense of diplomacy and exercise discretion and good judgment with sensitivity and confidential matters.
• Strong customer service skills. Ability to interact with all levels of management and staff in a professional manner.
• Excellent problem-solving and organizational skills.
•  Ability to multi-task and prioritize in a busy office with competing pressures.
•  BA/BS preferred; 

PREFERENCE GIVEN TO:

• Candidates with multilingual skills (verbal and written). We are seeking candidates that speak and write English and at least one of the following languages (for interpreting and translation): Vietnamese, Cape Verdean Creole, Portuguese, Cantonese, Mandarin, Toisanese, and Spanish.
• Candidates who live within two miles of Metro Housing|Boston’s headquarters at Roxbury Crossing.

 AN EQUAL OPPORTUNITY EMPLOYER