Executive Assistant & Office Manager

Zeiterion; New Bedford (MA); On-site; USD 55,000 - 70,000; Full time

Benefits offered by this job

Medical insurance

Dental vision

Retirement plan with employer match

STD/LTD/Life insurance

Paid time off

Professional development

Tickets to performances

Job summary

The Zeiterion Theatre Inc seeks an Executive Assistant & Office Manager to support the CEO, manage day-to-day administrative operations, and coordinate internal systems. This on-site Massachusetts role covers scheduling, travel planning, expense reporting, board meetings, calendar management, and general office logistics to keep the organization running smoothly.

The ideal candidate is highly organized, discreet, and able to thrive in a fast-paced nonprofit arts environment, with strong

Qualifications

• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Calendar and scheduling software proficiency.
• Experienced with Office 365 programs.
• Ability to work independently and quick problem-solving.
• Customer service and interpersonal skills.
• Able to learn and adapt new programs/software as needed.
• High level of discretion and professionalism.

Responsibilities

• Providing high-quality, proactive administrative support to the CEO.
• Supporting the CEO with scheduling, travel planning, expense reporting, signing of checks and other documentation, and preparation of meeting materials.
• Coordinating logistics for board and senior team meetings, including preparation of agendas, materials, minutes, and follow-up documentation.
• Attending and taking notes at key meetings as needed by the CEO.
• Coordinating and maintaining systems, supplies, and workflows that enable team productivity and communication.
• Managing general office operations, including bank deposits and IRA reports, supply ordering, contact lists, conference logistics, annual subscriptions and dues, equipment maintenance, mail handling, voicemail system, printers and other office equipment, and vendor relationships for office needs.
• Facilitating internal communications and organizational calendar management to support operational alignment.
• Coordinating and executing upon logistics for staff and board events and initiatives.
• Serving as the point of contact for administrative inquiries and coordinating logistics for internal meetings and external visitors.
• Other duties as assigned

Skills

Organizational skills

Time management

Communication skills

Calendar software

Office 365

Independent work

Problem solving

Customer service

Adaptability

Discretion

Job description

Department: Business Operations

Reports To: President & CEO

Location: Massachusetts, USA |On-Site

Salary Range: $55,000–$70,000 annually. Starting pay within this range is based on relevant experience and organizational needs.

Employment Type:

• Non-Exempt
• Full-Time (40 hours per week)
• Permanent

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: https://www.zeiterion.org

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

• Providing high-quality, proactive administrative support to the CEO
• Supporting the CEO with scheduling, travel planning, expense reporting, signing of checks and other documentation, and preparation of meeting materials
• Coordinating logistics for board and senior team meetings, including preparation of agendas, materials, minutes, and follow-up documentation
• Attending and taking notes at key meetings as needed by the CEO
• Coordinating and maintaining systems, supplies, and workflows that enable team productivity and communication
• 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
• Facilitating internal communications and organizational calendar management to support operational alignment
• Coordinating and executing upon logistics for staff and board events and initiatives
• Serving as the point of contact for administrative inquiries and coordinating logistics for internal meetings and external visitors
• Other duties as assigned

Qualifications

Required Experience & Skills

• Strong organizational and time management skills
• Excellent verbal and written communication skills
• Calendar and scheduling software proficiency
• Experienced with Office 365 programs
• Ability to work independently and quick problem-solving
• Customer Service and interpersonal skills
• Able to learn and adapt new programs/software as needed
• High level of discretion and professionalism

Preferred Qualifications

• Experience with board or executive support
• Experience with tech and equipment maintenance
• Experience in entertainment/events industry
• In addition to English, multilingual Spanish, Portuguese, Kriolu (Cape Verdean Creole), Haitian Creole, or K’iche

Benefits

• Medical insurance
• Dental & vision
• Retirement plan with employer match
• Employer-paid STD, LTD, Life
• Generous paid time off
• Professional development
• Additional perks: Tickets to performances, wellness programs, and remote and schedule flexibility