Job Description
Job Description
Hiring for an Executive Assistant/Project Coordinator for a company in Somerville, MA.
Pay: $45-48/hr (based on experience)
Desired start date: 4/20
FULLY on-site position!
Position Summary:
Seeking a highly organized, systems-minded, and driven professional who thrives on bringing structure to complexity. This role serves as a central hub for coordination, execution, and follow-through across the CEO’s priorities, board governance, and key organizational initiatives.
The executive assistant & project coordinator will act as a force multiplier for the CEO and leadership team—ensuring priorities move forward, timelines are met, and nothing falls through the cracks. This role is ideal for someone who is:
- Exceptionally organized and detail-oriented
- Naturally proactive and resourceful
- Energized by mission-driven work in community health or nonprofit settings
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- Interested in gaining exposure to executive leadership and organizational strategy
KEY RESPONSIBILITIES:
1. Executive & operational coordination
- Manage and optimize the CEO’s calendar with a strong focus on prioritization, sequencing, and time leverage
- Anticipate needs, identify conflicts, and ensure the CEO is fully prepared for all engagements
- Serve as a central coordination point across internal and external stakeholders
2. Project coordination & execution
- Track and manage multiple concurrent projects and initiatives on behalf of the CEO and leadership team
- Develop and maintain project plans, timelines, trackers, and dashboards
- Ensure clear ownership, deadlines, and accountability across stakeholders
- Proactively follow up on action items and flag risks, delays, or gaps
- Prepare concise status updates and executive-level summaries
- Bring structure and discipline to cross-functional initiatives
3. Board & governance management
- Coordinate all board and committee activities end-to-end
- Develop agendas, compile materials, and ensure timely distribution
- Maintain governance documentation and ensure compliance with bylaws and regulations
- Manage board systems (e.g., SharePoint) with strong attention to detail and data integrity
4. Content development & synthesis
- Create high-quality presentations, reports, and briefing materials
- Analyze and synthesize complex information into clear, actionable insights
- Support leadership communications and strategic initiatives
5. Organizational effectiveness support
- Improve and maintain systems for tracking priorities, decisions, and follow-ups
- Support cross-functional coordination to ensure alignment and execution
- Assist with planning and logistics for leadership and organizational initiatives
WHAT SUCCESS LOOKS LIKE:
- Projects move forward on time, with clear accountability
- Leadership meetings are well-prepared, efficient, and actionable
- The CEO’s time is optimized and protected
- Stakeholders experience strong follow-through and communication
- Organizational priorities are tracked, visible, and progressing
QUALIFICATIONS:
Required:
- 2–4 years of recent experience in project coordination, operations, and executive support
- Demonstrated ability to manage multiple priorities, timelines, and stakeholders
- Strong organizational systems and attention to detail bordering on obsessive
- Proven ability to follow through and drive execution
- Excellent written and verbal communication skills
- High level of discretion and professionalism.
Preferred:
- Experience in a nonprofit, healthcare, or community-based organization
- Exposure to board support or governance
- Familiarity with tools such as excel, PowerPoint, SharePoint, teams, or project tracking tools
IDEAL CANDIDATE PROFILE:
- Naturally takes ownership and doesn’t wait to be asked
- Loves checklists, trackers, and organizing chaos into clarity
- Comfortable working behind the scenes to make others successful
- Strong interest in mission-driven work and community impact