UNKNOWN

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Position Summary: This position is responsible for providing administrative and project support to the CEO, such as the accurate and timely drafting of sensitive documents and letters; preparing for meetings, documenting and disseminating meeting outcomes while also coordinating project timelines, tracking progress and ensuring key initiatives meet deadlines. Ensures that all details associated with trainings, annual meeting, and special events are completed in a timely fashion.

Executive Assistant $61,919/annual Position Summary: This position is responsible for providing administrative and project support to the CEO, such as the accurate and timely drafting of sensitive documents and letters; preparing for meetings, documenting and disseminating meeting outcomes while also coordinating project timelines, tracking progress and ensuring key initiatives meet deadlines. The position will be responsible for creating/proofreading documents and templates. Principal Accountabilities: Coordinates projects for the CEO. <ul><li>Facilitates communication with internal staff and outside organizations. </li><li>Completes assignments for the CEO. </li><li>Drafts articles, documents, letters, press releases, internal correspondence, and testimony. </li><li>Proofreads and creates templates as assigned. </li><li>Manage complex calendars, screen communications, maintain confidentiality. </li><li>Develop and maintain project plans, track deliverables, manage timelines, identify risks and ensure tasks are completed. </li><li>Coordinates all aspects of audio/visual requirements for meetings and events. </li></ul>Provides supports for agency meetings. <ul><li>Coordinates preparation and planning. </li><li>Reminds participants; tracks meeting attendance. </li><li>Prepares and sends materials for Board, Advisory, Council on Aging, and coalition meetings. </li><li>Take and disseminate minutes. </li></ul>Holds primary responsibility for agency media outreach. <ul><li>Ensures that timely, accurate content is prepared and posted to the agency's website, Facebook page and other social media. </li><li>Authors and distributes press releases, flyers, and public service announcements. </li></ul>Acts as the lead staff person in the agency's fundraising efforts. <ul><li>Establishes an accurate, up to date database. </li><li>Liaises with the Board's fundraising committee. </li><li>Tracks donation requests and responses and ensures prompt acknowledgement. </li></ul>Work closely with Legislation for agency advocacy. <ul><li>Oversee Legislative events an establish relationships with Legislators and their aides. </li></ul>Ensures that all details associated with trainings, annual meeting, and special events are completed in a timely fashion. <ul><li>Oversees registration for training events. </li><li>Tracks participation and evaluations. </li><li>Procures venue, oversees all details and arrangements. </li><li>Coordinates the timely preparation of an accurate invitation list. </li><li>Ensures that invitations are designed and mailed, and responses tracked. </li><li>Assumes responsibility for the annual report preparation and publication. </li></ul>Qualifications: Education: Bachelor's degree; additional office practice schooling preferred. Experience: Two to five years experience as an executive assistant to a CEO/President. Special Skills/Knowledge: <ul><li>Exceptional oral and written communication skills; high level of initiative. </li><li>Advanced computer skills with Microsoft Office Suite (including Access, PowerPoint, Excel), knowledge of Word Press. </li><li>Demonstrated accuracy and attention to detail, proven organization and time management skills in a fast-paced environment. </li><li>Effective problem-solving skills and ability to maintain confidence. </li><li>Proactive, takes initiative and works autonomously </li><li>Valid driver's license and reliable transportation required. </li></ul> This job description is intended to be general, will evolve over time, and is subject to periodic updating. This job description does not constitute a written or implied contract of employment. EOE M/F/D/V

BRISTOL AGING AND WELLNESS

Executive Assistant

Administrative Skills

Audiovisual

Calendar Management

Communication Skills

Computer Skills

Detail Oriented

Documentation

Driver's License

Executive Assistant Skills 

Facebook

Funding

Fundraising

Mail Processing

Meeting Minutes

Microsoft Access Database

Microsoft Excel

Microsoft Office

Microsoft PowerPoint

Presentation/Verbal Skills

Problem Solving Skills

Project Planning

Project Tracking

Project/Program Coordination

Proofreading

Publications

Risk Analysis

Social Media

Time Management

Wordpress

Writing Skills

IRecruitee

FULL_TIME

YEAR

Managing general office operations, including bank deposits and IRA reports, supply ordering, contact lists, conference logistics, annual subscriptions and dues, equipment maintenance, mail handling (incoming and outgoing), voicemail system, printers and other office equipment, and vendor relationships for office needs. We celebrate equity and are committed to creating an inclusive, thriving environment for all employees, including but not limited to a culture of antiracism in which we build policies, procedures, and a safe space for people from all backgrounds to feel safe and seen in our employ, in our seats, and on our stage.

Department: Business Operations Reports To: President & CEO Location: Massachusetts, USA | On-Site Salary Range: $55,000 - $70,000 Employment Type:<ul><li>Non-Exempt</li><li>Full-Time (40 hours per week)</li><li>Permanent</li></ul> About The Zeiterion The Zeiterion (The Z) is a nonprofit organization with a mission to steward our historic theater as a gathering place for performing arts experiences where learning, connection, and creative expression thrive. Our work is guided by five core values: Imagination, Connection, Equity, Transparency, and Discovery. These values inform how we deliver on our mission and how we work together every day. We are committed to cultivating a workplace where all individuals feel respected, valued, and empowered to contribute. As a team member, you’ll be part of a culture that supports creativity, collaboration, continuous learning, and inclusion. Learn more here: <a href="https://www.zeiterion.org" rel="nofollow">https://www.zeiterion.org</a> Position Summary The Executive Assistant & Office Manager will be responsible for the day-to-day operations of The Z’s administrative offices and provides direct support to the CEO. This role is responsible for coordinating internal administrative systems, managing organizational logistics, and serving as the central point for office-wide needs. Acting with confidentiality, a high degree of discretion and professionalism, the role ensures seamless execution of executive functions, contributes to a well-functioning workplace, and enables senior leadership to focus on strategic priorities. This role plays a key part in advancing our mission and contributes to a supportive, inclusive, and imaginative work environment. The ideal candidate is highly organized, detail-oriented, and thrives in a collaborative, fast-paced performing arts environment. Key Responsibilities<ul><li>Providing high-quality, proactive administrative support to the CEO</li><li>Supporting the CEO with scheduling, travel planning, expense reporting, signing of checks and other documentation, and preparation of meeting materials</li><li>Coordinating logistics for board and senior team meetings, including preparation of agendas, materials, minutes, and follow-up documentation</li><li>Attending and taking notes at key meetings as needed by the CEO</li><li>Coordinating and maintaining systems, supplies, and workflows that enable team productivity and communication</li><li>Managing general office operations, including bank deposits and IRA reports, supply ordering, contact lists, conference logistics, annual subscriptions and dues, equipment maintenance, mail handling (incoming and outgoing), voicemail system, printers and other office equipment, and vendor relationships for office needs</li><li>Facilitating internal communications and organizational calendar management to support operational alignment</li><li>Coordinating and executing upon logistics for staff and board events and initiatives</li><li>Serving as the point of contact for administrative inquiries and coordinating logistics for internal meetings and external visitors</li><li>Other duties as assigned </li></ul> Qualifications Required Experience & Skills<ul><li>Strong organizational and time management skills</li><li>Excellent verbal and written communication skills</li><li>Calendar and scheduling software proficiency</li><li>Experienced with Office 365 programs</li><li>Ability to work independently and quick problem-solving</li><li>Customer Service and interpersonal skills</li><li>Able to learn and adapt new programs/software as needed</li><li>High level of discretion and professionalism</li></ul> Preferred Qualifications<ul><li>Experience with board or executive support</li><li>Experience with tech and equipment maintenance</li><li>Experience in entertainment/events industry</li><li>In addition to English, multilingual Spanish, Portuguese, Kriolu (Cape Verdean Creole), Haitian Creole, or K’iche.</li></ul> What We’re Looking For In addition to relevant experience, we’re looking for a colleague who:<ul><li>Brings a spirit of curiosity, creativity, and openness</li><li>Communicates with clarity, honesty, and care</li><li>Thrives in a collaborative, relationship-centered team</li><li>Shares our commitment to equity, inclusion, and anti-racism</li><li>Is excited to learn, grow, and imagine new ways forward</li></ul> Our Workplace Culture As part of your onboarding, you’ll be welcomed into a culture that reflects our values:<ul><li>Imagination – We encourage creative problem-solving and fresh ideas from every level of the organization.</li><li>Connection – We work with empathy and respect, building strong relationships across teams.</li><li>Equity – We actively address inequities in our systems and strive for inclusive representation in all we do.</li><li>Transparency – We communicate openly, share information proactively, and make decisions with integrity.</li><li>Discovery – We support risk-taking and learning from mistakes as essential parts of growth.</li></ul>We create a workplace where you can bring your full self, feel supported, and know your contributions matter. Benefits<ul><li>Medical insurance</li><li>Dental & vision</li><li>Retirement plan with employer match</li><li>Employer-paid STD, LTD, Life</li><li>Generous paid time off</li><li>Professional development</li><li>Additional perks: Tickets to performances, wellness programs, and remote and schedule flexibility.</li></ul>TO APPLYApplications will be reviewed on a rolling basis until the position is filled. To be considered, please submit:<ol><li>Your resume</li><li>A brief cover letter expressing your interest in the role</li></ol>We deeply value working with individuals from a rich mix of backgrounds, experiences, and perspectives. We believe this diversity strengthens our institution and enriches our community. While we've outlined the qualifications and experience that we think will help someone thrive in this role, we also recognize that talent comes in many forms. If your background doesn't perfectly align with every requirement, we still encourage you to apply - your unique perspective might be exactly what we need.If you require reasonable accommodation to complete a job application, pre-employment testing, or a job interview, or to otherwise participate in the hiring process, please contact careers@zeiterion.org or call 774-425-3413 x122.EQUAL OPPORTUNITY EMPLOYERThe Zeiterion is an equal opportunity employer. We celebrate equity and are committed to creating an inclusive, thriving environment for all employees, including but not limited to a culture of antiracism in which we build policies, procedures, and a safe space for people from all backgrounds to feel safe and seen in our employ, in our seats, and on our stage. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability statusPowered by JazzHR

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Executive Assistant BRISTOL AGING AND WELLNESS

Executive Assistant & Office Manager Zeiterion Theatre Inc

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