Job Description

Our client, based in Lincoln, MA, is a social impact agency committed to helping nonprofits grow through long-term, brand-loyal donor relationships. They are seeking a proactive and highly organized temporary Office Admin to support a small executive team and an office of approximately 50 employees.

This hybrid role requires 24 hours/week, with full days in-office each Tuesday and 4 hours/day remotely M/W/Th/F, for approximately 6 months. The ideal candidate will be detail-oriented, resourceful, and comfortable managing both executive support tasks and office operations.

Reporting to the Director of HR, this role will run approximately from mid-August through mid-February.

Duties/Responsibilities:

Executive Support

• Schedule meetings for the President and Executive Leadership Team (ELT); assist with follow-up post meetings
• Manage the President’s calendar; adding tasks to her day as needed for meeting prep
• Assemble weekly leadership report and distribute by designated time
• Coordinate and collaborate within enterprise on behalf of President
• PowerPoint support for VP meetings
• Book travel for the President and ELT members
• Complete time and expense reports for the President
• Assisting President with any tech issues with assistance from IT
• Make and manage dinner reservations; communicate changes as needed
• Request IT support prior to large meetings

Office Management

• In the office full days each Tuesday and 4 hours remotely remaining days (Sept & Dec onsite meetings)
• Proactively order snacks, drinks, and supplies each Tuesday for the following week
• Maintain stock of essentials: coffee, hand soap, dish soap, sponges, paper towels, first aid, printer paper, etc.
• Serve as a point of contact for building maintenance and vendors (door schedule, plants, coffee, etc.)
• Coordinate catering for meetings, including dietary needs, set up, and cleanup
• Plan and communicate in-office activities
• Provide logistical support for internal events as needed

Event Support

• Coordinate logistics for onsite events for ~ 100 people including Summer Outing and Holiday Celebration
• Track costs, travel, and attendance
• Act as liaison with venues and vendors
• Communicate event details clearly and effectively with employees

Required Skills/Abilities:

• Excellent organizational, written, and verbal communication skills with a meticulous attention to detail
• Proficient, experienced user of Microsoft Outlook, OneNote, PowerPoint, Excel, and Word
• Experience administering online, cloud-based applications (i.e., Teams, SharePoint)
• Ability to manage confidential information and communication appropriately; demonstrate discretion and good judgement
• Collaborator and initiative-taker
• Understanding and comfort with technology
• Demonstrated exceptional work ethic, time management skills and “can-do” attitude in a fast-paced environment
• Energy, passion, honesty, and ownership
• Marketing agency background a plus

Education and Experience:

• Bachelor’s business degree or the equivalent knowledge and experience required
• 3-5+ years in an executive/c-suite administration role; 1 year of related office manager experience

Hourly rate: Final determination of compensation will be based on an evaluation of skills, level of experience and leadership

Candidates must be within comfortable commuting distance to Lincoln, MA

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