Executive Assistant, Program Team (FF)

The Fidelity Foundations - Boston, MA; Boston (MA); On-site; USD 65,000 - 90,000; Full time

Job summary

The Fidelity Foundations, based in Boston, MA, seeks an Executive Assistant to provide comprehensive administrative support to program staff and leadership. The role focuses on calendar management, travel planning, and coordinating grant-related activities within a fast-paced nonprofit environment.

The successful candidate will coordinate with the operations and program teams, handle confidential information, draft communications, and support on special projects.

Qualifications

• Bachelor’s degree preferred; will consider equivalent education/experience.
• 2+ years of professional work experience in an office environment.

Responsibilities

• Manage calendars and scheduling for program staff and executives.
• Assist with grant-related documentation and data entry.
• Draft written communications for grantees and staff.
• Support project planning and tracking tools to meet deadlines.
• Coordinate with Grants Administration to ensure smooth grant workflows.
• Conduct background research and draft summaries for program staff.

Skills

Calendar management

Communication

Team collaboration

Problem-solving

Customer service

Education

Bachelor's degree or equivalent

Tools

MS Office

Job description

The Fidelity Foundations are a group of private foundations that fund a diverse set of programs on a national scale, with a particular focus on Boston and New England. In addition, the Foundations support nonprofit organizations that strengthen the communities in which Fidelity Investments employees live and work.Our values of integrity, compassion, responsibility, and expertise guide our investments in education, economic opportunity, arts and culture, health, and conservation.

The Foundations seek to make catalytic and lasting investments in nonprofits at strategic inflection points. We support capacity-building projects that substantially enhance the impact and/or sustainability of high performing nonprofits. Grantmaking is executed through quiet giving, and most grants are awarded anonymously.

The Executive Assistant is a member of the operations team, provisioning administrative support to program staff to advance grantmaking, project execution, and internal communications. The position reports to the VP of Operations, matrix-reports to members of the program team, and intersects with all staff members.

Primarily focused on supporting program staff members across portfolios, duties include managing individual and team-based calendars, data entry and tracking in support of grant execution, and assisting on special projects and general operations. The position will be in contact with internal and external audiences including potential and existing grantees, thus a service-oriented attitude and professional demeanor is critical. The successful candidate will be a motivated, flexible problem-solver who is able to juggle many priorities with time-sensitive deadlines. S/he will be highly organized and proactive in supporting others with effective planning and time management. S/he should also have strong communication and collaborative skills. Furthermore, s/he should be committed to the values of the Foundations and have a high-level of integrity, ethical rigor, and the ability to maintain confidentiality.

RESPONSIBILITIES:

Program Support: Individuals (~50 % of time)

• Manage administrative needs of multiple individuals across program portfolios; includes travel and conference coordination, managing expense reports, meeting scheduling and set-up, troubleshooting information technology and system access needs, greeting guests, calendar oversight, and time management
• Assist with documentation and data entry in support of grantmaking and reporting
• Draft written communications to share with potential and existing grantees and field telephone calls
• Support management of timelines and deliverables through the development and maintenance of project planning and tracking tools
• Act as liaison with the Grants Administration team to support smooth execution of grantmaking workflows and processes
• Conduct background research and draft written summaries for program staff

Program Support: Cross-team (~35% of time)

• Create, review, and/or edit engaging and well-formatted reports, presentations, figures, board books, and other communications for staff, senior management, and Trustees
• Support weekly Program Team meetings, including scheduling, note-taking, and follow-ups as necessary
• Track, research, and summarize timely news items related to Foundations interests and create communications for staff, senior management, and Trustees
• Assist with other projects that align with the Program Team as needed

General Operations (~15% of time)

• Collaborate with operations team to support cross-organization needs and initiatives; includes greeting guests, managing space and supplies, fielding calls, executing meetings, and organizing events
• Back-up other Foundations executive assistants as needed
• Assist with other projects, tasks, and processes as required

BASIC QUALIFICATIONS:

• Bachelor’s degree preferred. Will consider applicants with equivalent combination of education, training, and experience
• 2+ years of work experience in a professional environment

PREFERRED SKILLS, KNOWLEDGE & EXPERTISE:

We encourage applications from candidates with a diversity of backgrounds, experiences, and perspectives. The successful candidate will possess the following professional and personal skills, attributes, and competencies:

• Flexible team player who is service-oriented and collaborative, with high-level interpersonal skills
• Experience in a fast-paced environment preferred
• Highly organized and detail-oriented
• Advanced computer skills, including proficiency with MS Office and strong aptitude to learn other software systems
• Excellent written and verbal communication, including phone and editing skills
• Ability to effectively interact and collaborate with all levels of co-workers, including assistants, program officers and directors, and senior management
• Sound judgment, integrity, and respect for confidentiality are absolute requirements

This position is based in Boston, MA. Salary is competitive and commensurate with experience.