Executive Assistant

Category: Administration / Office Management

Location: Marlborough, Massachusetts

Work Arrangement: On-Site

Type: Part-time

Local nonprofit supporting the development of children and preparing young adults to be responsible and productive members of the community seeks a part-time Executive Assistant.

Hours/Schedule : Approximately 24-32 hours per week (negotiable within that range). Schedule is generally set between 8 AM and 4 PM, with flexibility to accommodate board meetings and occasional events.

Job Type : Direct, Part-time role

Location Requirements : Onsite in Marlborough office

Rate : $25 per hour

Job Description : The Executive Assistant provides high-level administrative support to the CEO, while serving as a key operational partner to the Resource Development Team, Operations team, and Board of Directors. This role blends careful, accurate data entry across fundraising and benefits systems with the judgement, discretion, and organizational skills needed to manage board-level relationships. It suits someone who is detail-oriented, trustworthy with sensitive and confidential information, and equally comfortable with routine administrative work and higher-level coordination.

Responsibilities :

Resource Development

Enter and maintain gift, pledge, and donor records in the organization's donor database (Bloomerang) with accuracy and timeliness Process acknowledgment letters and receipts for gifts Run standard reports and gift/pledge reconciliations to support the Resource Development Team Complete entry-level donor research and prospect analysis Maintain data hygiene: merging duplicate records, updating contact information, and flagging inconsistencies Maintain calendars and scheduling for volunteer groups, donor meetings, and the Director of Resource Development

Benefits Administration Data Entry

Enter and update employee benefit elections, changes, and enrollment data Maintain accurate, confidential personnel and benefits files Support open enrollment and new-hire benefits processing Track deadlines related to administration and flag items needing follow-up

HR Support

Manage new hire paperwork, ensuring all required forms and documentation are completed accurately and on time Track new hire onboarding dates and requirements, confirming each step is completed Maintain organized onboarding and document-collection records for each new employee Communicate with supervisors about which employees need which forms, updates, or actions to keep onboarding on track

Board Relations

Prepare and distribute board and committee materials, agendas and minutes Coordinate board and committee meeting logistics, including scheduling, room set up, and technology needs Maintain accurate board rosters, term records, and committee assignments Serve as the point of contact for board members on routine administrative matters

Calendar Management

Manage the CEO's calendar, scheduling and prioritizing meetings and appointments Anticipate scheduling conflicts and proactively resolve them Coordinate logistics for external meetings, site visits, and community events involving the CEO

Support to the CEO

Draft, proofread, and format correspondence, presentations, and internal communications Handle confidential and sensitive information with sound judgement Provide general administrative support, including expense tracking, filing, and other duties as assigned Help ensure organizational compliance with safety and membership requirements Support the CEO on national organization-related projects and initiatives

Qualifications :

2+ years of administrative, executive support, or office management experience; nonprofit experience a plus Strong data entry accuracy and attention to detail; comfortable learning new software systems Excellent written and verbal communication skills High degree of discretion and sound judgement in handling confidential information Strong organizational and time-management skills, with the ability to juggle competing priorities Proficiency in Microsoft Office and general comfort with cloud-based tools Professional, positive demeanor when representing the CEO and the organization to board members, donors, and the community Ability to work occasionally outside standard hours for board or organizational events

FlexProfessionals respects and seeks to empower each individual and support the diverse cultures, perspectives, skills, and experiences of its candidate network. FlexProfessionals does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status, or any other basis covered by appropriate law. The candidates whose resumes are shared with our business clients are selected on the basis of qualifications, merit, and business needs.

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