Strategic Executive Assistant to CAO & Development

Marine Biological Laboratory; Falmouth (MA); On-site; USD 70,000 - 90,000; Full time

Job summary

Marine Biological Laboratory in Massachusetts seeks an Executive Assistant to the Chief Advancement Officer to provide strategic administrative support, manage complex calendars, draft materials, and coordinate donor engagements.

The role collaborates with the Development and Communications teams, handles confidential information, and leads end-to-end projects while ensuring equity and inclusion in a dynamic, mission-driven environment.

Qualifications

• Five+ years of progressively responsible administrative experience in a nonprofit.
• Experience supporting senior executive leadership.
• Excellent verbal and written communication and interpersonal skills.
• Demonstrated ability to juggle multiple priorities in a fast-paced environment, with attention to detail.
• Experience maintaining the highest level of confidentiality when handling sensitive information.
• Strong computer skills, including Microsoft Office Suite, Google Workspace, CRM software, and video conferencing platforms.
• Ability to work independently as well as collaboratively within a team, with flexibility to adapt.

Responsibilities

• Proactively manage the CAO's calendar and prioritize commitments.
• Prepare the CAO with daily/weekly briefing materials and materials needed for meetings.
• Draft correspondence and briefing memos for donor and Board interactions in the CAO's voice.
• Prepare agendas and pre-read materials; track actions and follow up.
• Act as primary contact for the CAO and decide what requires direct attention.
• Handle sensitive matters with discretion and escalate when needed.
• Serve as liaison to Board of Trustees for scheduling and materials distribution.
• Lead select projects end-to-end from planning to execution.
• Represent the CAO at internal meetings and report key takeaways.
• Coordinate complex travel for donors and conferences with contingency planning.
• Oversee CAO's expense reports and meeting logistics.
• Provide back-up support to the Office of the President/Director.
• Uphold confidentiality and promote equity and inclusion.

Skills

Calendar management

Executive support

Communication

Confidentiality

CRM software

Microsoft Office

Google Workspace

Travel coordination

Multitasking

Team collaboration

Education

Bachelor’s Degree

Tools

NXT CRM

ERP systems (NetSuite)

Job description

Marine Biological Laboratory in Massachusetts seeks an Executive Assistant to the Chief Advancement Officer to provide strategic administrative support, manage complex calendars, draft materials, and coordinate donor engagements.

The role collaborates with the Development and Communications teams, handles confidential information, and leads end-to-end projects while ensuring equity and inclusion in a dynamic, mission-driven environment.