The Executive Assistant to the Chief Executive Officer serves as the primary administrative and operational support to the CEO while acting as the first point of contact for visitors, partners, and community members entering Girls Inc. of Worcester. This highly organized, professional, and welcoming individual manages the CEO's calendar, scheduling, meeting logistics, correspondence, and administrative priorities while maintaining a safe, secure, and positive front desk environment.
As the organization's receptionist, the Executive Assistant oversees visitor check-in procedures, building access, and incoming phone calls to ensure exceptional customer service and compliance with organizational safety and security procedures This role is essential to ensuring a welcoming front-office experience, safeguarding the CEO’s time and priorities, and supporting the efficient coordination of daily organizational operations.
Executive Support
· Manage the CEO's calendar, scheduling meetings while balancing organizational priorities.
· Coordinate internal and external meetings, including preparing agendas, meeting materials, and logistics.
· Schedule donor, funder, board, community, and partner meetings on behalf of the CEO.
· Screen appointment requests and prioritize scheduling based on organizational needs.
· Coordinate travel arrangements, conference registrations, and itineraries as needed.
· Draft, proofread, format and prepare correspondence, reports, presentations, and meeting materials.
· Maintain confidential files, records, and executive documents.
· Assist with follow-up tasks and action items resulting from executive meetings.
· Monitor deadlines and remind the CEO of upcoming commitments.
Front Desk & Reception
· Greeting all visitors in a friendly, professional, and welcoming manner.
· Managing visitor sign-in procedures.
· Verifying appointments when appropriate.
· Issuing visitor badges.
· Securing visitor identification while guests are in the building, in accordance with organizational safety procedures.
· Notifying staff when visitors arrive.
· Monitoring lobby activity and maintaining a welcoming reception area.
· Supporting building safety by ensuring visitor procedures are consistently followed.
Safety & Security
· Follow all Girls Inc. of Worcester safety and security protocols.
· Monitor front entrance activity throughout the workday.
· Ensure visitors are escorted or directed appropriately.
· Report unusual activity or security concerns immediately.
· Assist during emergency procedures by following organizational safety protocols.
· Maintain confidentiality regarding building security procedures.
Telephone & General Office Administration
· Answer and route incoming telephone calls professionally and efficiently.
· Take accurate messages and relay them promptly.
· Respond to general organizational inquiries.
· Redirect program-specific, registration, enrollment, billing, transportation, or participant questions to the appropriate department.
· Receive and distribute incoming mail and deliveries.
· Assist with outgoing mail and shipping.
· Maintain office supply inventory for executive and administrative areas.
· Coordinate room reservations and meeting preparation.
Board & Leadership Support
· Assist with scheduling Board and committee meetings.
· Prepare executive meeting materials as requested.
· Assist with Board packets and meeting logistics.
· Maintain executive filing systems.
· Support special projects assigned by the CEO.
Administrative Operations
· Maintain accurate records and confidential files.
· Assist with scheduling Board and committee meetings.
· Prepare executive meeting materials as requested.
· Assist with Board packets and meeting logistics.
· Maintain professionalism when interacting with donors, community leaders, elected officials, and partners.
This full-time position requires a 40-hour workweek, with flexibility to accommodate some evening and weekend programming. The weekly schedule is typically Monday - Friday 9-5:30 pm.
Required:
· Associate's degree or equivalent professional experience.
· Three or more years of executive administrative, office management, or executive assistant experience.
· Exceptional organizational and time management skills.
· Excellent written and verbal communication.
· Ability to manage multiple priorities with minimal supervision.
· High level of discretion and professionalism.
· Strong customer service skills.
· Advanced Microsoft Office and Google Workspace proficiency.
· Ability to learn organizational software systems.
Preferred:
· Bachelor's degree.
· Nonprofit experience.
· Experience supporting executives or senior leadership.
· Experience working with Boards of Directors.
· Bilingual (English/Spanish) strongly preferred.
Additional Requirements:
· Ability to maintain strict confidentiality.
· Ability to sit for extended periods.
· Must have or be able to obtain CPR/First Aid certification.
· Must pass a comprehensive background check including fingerprinting (paid by applicant) $30-50, in accordance with MA Department of Early Education and Care (EEC) requirements.
· Ability to lift up to 25 pounds.
· Reliable transportation: ability to travel throughout Central Massachusetts for meetings and events.
· Ability to work occasional evenings and weekends.
· Other duties as assigned to support the team and organization.
Benefits: Health, dental, vision, and life insurance; 401K; tuition reimbursement; flexible spending account (FSA); Employee Assistance Program (EAP); paid wellness week; and professional development opportunities.
Pay Rate: $23-$25/hour dependent on experience
Please email resume and any additional documents to:
Encouragement to Apply: Studies show that women and people of color are less likely to apply unless they meet every qualification. At Girls Inc. of Worcester, we value diversity, inclusion, and authenticity. If you’re excited about this role but don’t meet every single qualification, we encourage you to apply—you might be the perfect candidate!