Executive Assistant Intern

Role Overview

• Provides high-level administrative support and assistance to the EDs and/or other assigned executive team staff.
• Supports smooth functioning and accountability of EDs and Executive Team.
• Tracks EDs’ commitments and priorities and helps them meet deadlines.
• Attends Executive Team meetings, takes notes, tracks action items, and organizes documents.
• Acts as administrative point of contact between EDs and internal and external parties.
• Manages the EDs’ calendars, understanding priorities and scheduling meetings.
• Tracks and coordinates administrative tasks such as drafting invoices, ensuring contracts or other legal documents are signed, ordering materials, supplies and equipment, and maintaining records.
• Conserves Executive Directors' time and ensures timeline responses for internal and external inquiries.
• Reads, researches, prioritizes and routes email correspondence.
• Drafts emails, memos, reports, and documents, collecting and analyzing information as needed.
• Supports internal staff surveys or other feedback mechanisms.
• Builds organizational knowledge of key external activities and policies.
• Reads and summarizes industry reports, studies, or white papers.
• Attends external meetings on behalf of the team and takes notes.
• Presents to executives and/or staff.
• Organizes logistics for staff meetings and in-person team gatherings to promote learning, positive team culture, and relationship-building.
• Coordinates food, transportation, supplies and other logistics for team gatherings and meetings.
• Provides tech support for virtual team meetings (Zoom, Microsoft Teams and Google Meet).
• Collaborates with the People and Culture team and staff committees to weave culture-building activities and professional development into staff meetings and gatherings.
• Coordinates and manages logistics and communications with the Board of Directors.
• Schedules meetings and coordinates staff and board attendance.
• Compiles materials, takes detailed minutes and tracks action items.
• Maintains confidentiality of information to protect staff and organizational operations.
• Performs additional duties as assigned by executives to implement the nonprofit organization’s mission, as needed.

Requirements

• Passion for addressing global climate change, equitable clean energy access, or economic and environmental justice.
• Detail-oriented and able to keep schedules, records, and systems organized.
• Strong project management skills with impeccable multi-tasking abilities.
• Acute listener, proficient notetaker and quick reader with ability to synthesize and concisely present most essential information, including clear action steps, both verbally and in writing.
• Excellent time management skills with a proven ability to meet deadlines.
• Fast learner who can understand high volumes of information and context to effectively prioritize.
• Flexible, positive attitude, with a willingness to adjust tasks daily to meet evolving needs of the team.
• Can work independently and as a part of a small, nimble team in an often high-paced environment.
• Can creatively problem-solve and overcome obstacles off the cuff.
• Extremely proficient with Google Workspace apps (Gmail, Doc, Sheets, Slides, etc) or similar software with the ability to learn new or updated software.
• Successful completion of a background check and 4-panel drug test (does not include marijuana).
• Availability for occasional weekend and evening events, roughly quarterly.
• Willingness and proximity to work from Lawrence, MA office, as needed (likely 1-2 days per week).
• Ability to commute to periodic in-person meetings, primarily in Lawrence or greater Boston area.
• Fluent in English, both written and spoken.

Benefits

• Flexible work (hours and partial work-from-home schedule)
• Relaxed dress code
• Business travel reimbursement