Executive Assistant

Boston Bar Association; Boston (MA); On-site; USD 47,000 - 63,000; Full time

Job summary

The Boston Bar Association/Foundation seeks an Executive Assistant to provide high-level administrative and project support to the Executive and Leadership functions, focusing on leadership-level meetings and board, donor, and volunteer support. This role reports to the Executive Director and serves as a key operational resource for the organization.

The ideal candidate is highly organized, detail-oriented, with strong writing and communication skills, discretion, and the ability to manage

Qualifications

• Bachelor's degree or equivalent experience.
• 0–2 years of executive support, donor relations, or nonprofit operations.
• Exceptional communication, writing, and interpersonal skills.
• Ability to manage multiple projects and priorities independently in a fast-paced nonprofit setting.
• Proficiency in Microsoft Office; experience with Salesforce, Zoom, or donor management software preferred.

Responsibilities

• Provide administrative, scheduling, record-keeping, and meeting support for executive leadership and committees.
• Schedule and prepare materials for leadership-level meetings.
• Attend and take minutes at meetings as required.
• Conduct research and writing tasks supporting programs and initiatives.
• Support orientation, planning, and donor/volunteer engagement activities.

Skills

Communication skills

Writing ability

Interpersonal skills

Organizational skills

Project management

Time management

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Salesforce

Zoom

Job description

Hours: M-F 9-5, in-office Tuesday-Friday. Will require occasional early morning or evening hours for Board, Council, and Committee meetings.

Reports To: Executive Director

Salary: $55,000 annually

POSITION OVERVIEW

The Executive Assistant provides high-level administrative and project support to the Executive and Leadership functions at the Boston Bar Association/Foundation, with a focus on leadership-level meetings and board, committee, and donor support. This role reports directly to the Executive Director and serves as a key operational resource for the organization's executive and Foundation functions.

The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple concurrent priorities in a fast-paced environment. This role requires strong analytical and writing skills, exceptional discretion, intellectual curiosity, flexibility, and the ability to build relationships with volunteer leadership, donors, senior staff, and members of the BBA community.

CORE RESPONSIBILITIES

• Provide administrative, scheduling, record-keeping, and meeting support for BBA and BBF executive leadership functions, including the BBA Council, BBF Board of Trustees, BBF Grants Committee, task forces, ad hoc committees, and external meetings and appointments.
• Schedule and prepare materials for BBA and BBF leadership-level meetings.
• Attend and take minutes at BBA Council and BBF Board of Trustees meetings, and at other meetings, as required.
• Conduct research and writing tasks supporting BBA and BBF projects, programs, task forces, and initiatives designated by the Executive Director.
• Support BBA and BBF board orientation, strategic planning, and other leadership functions and events.

Foundation Support

• Coordinate thank-you gifts and volunteer recognition activities, ensuring timely and thoughtful acknowledgment of volunteer contributions.
• Maintain accurate and current leadership, donor, volunteer, and recognition records, including updates in the CRM system and related acknowledgment templates.
• Process timely gift acknowledgments, including standard acknowledgments and personalized thank-you letters from the Executive Director and President for major contributions.
• Support the administration of Fellows programs by tracking participant information, preparing materials, and assisting with meeting logistics and communications.
• Prepare materials and provide administrative support for donor and volunteer engagement at major events.
• Other duties as requested by the Executive Director or COO/AED.

QUALIFICATIONS

Required

• Bachelor's degree or equivalent experience, plus 0-2 years of experience in executive support, donor relations, administrative operations, nonprofit administration, or a related field.
• Exceptional communication, writing, and interpersonal skills, with the ability to engage a diverse group of donors, volunteers, and leaders.
• Strong analytical, organizational, and project and time-management skills.
• Ability to manage multiple projects and priorities independently in a fast-paced environment.
• Ability to interact effectively with volunteer leadership, donors, and senior staff.
• Proficiency in Microsoft Office; experience with Salesforce, Zoom, or donor management software preferred.

Preferred

• Interest in non-profit organization management, governance, operations and fundraising.
• Experience with donor relations or CRM systems.