Executive Assistant

Job Type

Full Time



Start Date



United States


Executive Assistant

Boston Arts Academy Foundation

Boston, Massachusetts

About the Foundation:

The Boston Arts Academy Foundation is an independent non-profit organization that was established in 1999 to raise essential funds for the Boston Arts Academy (BAA) high school. Each year, the BAA Foundation raises between 35% and 40% of the school’s budget from private philanthropic sources. The BAA Foundation helps bridge the gap between the school’s allocation from the Boston Public Schools, and the true cost of a high-quality education that is both arts-intensive and college preparatory. Support from foundations, corporations, and individual donors is critical to the school’s ability to offer a comprehensive arts and academic education.

About the School:

Boston Arts Academy (BAA) is Boston’s only public high school for the visual and performing arts. BAA provides a diverse student body, a majority of whom come from low-income families, access to a college-preparatory arts and academic education not otherwise available to them. Our mission is to prepare a community of aspiring artist-scholars to be successful in their college or professional careers and to be engaged members of their communities. Our innovative arts and academic curriculum yields impressive results.


The Boston Arts Academy Foundation is at an exciting time in its history, in support of Boston’s only public visual and performing arts high school. On December 13th, 2017 approval was received from both the City of Boston and the State of Massachusetts to build a new facility for Boston Arts Academy at its existing location of 174 Ipswich Street, and the school and Foundation have moved to temporary locations while the construction is taking place. Now is its 21st year, the Foundation is gearing up for a capital campaign to support the new facility as well as ensuring the school’s future success. The Executive Assistant will provide essential support to the President, the Board of Directors, and the Foundation staff during this time of growth in reaching the organization's communication and fundraising goals.

Job Duties and Responsibilities

50% Executive Assistant to the President

• Provide support to the President in a variety of capacities including meeting/call coordination, travel arrangements, invoice and expense reporting, and assist with completion of specially assigned projects

• Draft/edit correspondence to donors as managed by the President; timely preparation of proposals and other materials as required

• Help manage relationships with and communications to donors and other external contacts on behalf of the Foundation and President

• Serve as “Chief Greeter” for the Foundation, order food, prepare meeting space and materials for internal and external Foundation meetings

• May need to represent the President while she is traveling, by attending meetings and taking notes, or effectively and responsively handling communications with high level internal and external constituents such as members of the Foundation Board, Board of Trustees, or high-level donors

• Prepare informational material for donor visits

• Staff and coordinate special program efforts, such as donor events and trips

• Schedule and facilitate various staff and donor meetings

• Update donor information in Raiser’s Edge

• Maintain Foundation/Development Events calendar

• Copy/distribute documents and assemble binders as needed

25% Foundation Board of Directors

• Serve as the Clerk for the BAA Foundation Board of Directors by preparing for and attending Board meetings, preparing and distributing agendas and materials, taking minutes at Board meetings and at committee meetings when requested

• Maintain and update Board Handbook and supplementary materials, as well as Board records

• Support and serve as liaison to Foundation Board members relative to donor visits

• Support Board’s fundraising efforts, including cultivation events

25% Office Management/Foundation Staff support

• Manage office requirements including maintenance requests, conference room requests, ordering supplies

·  Serve as primary point of contact for property management organization (TSNE/MissionWorks)

·  Provide general administrative support for Foundation staff

• Provide event support, including planning and execution of smaller cultivation events

• Support Finance department with payables procedures and expense documentation, and with annual support of independent financial statement audit

• Supervise Development Associate and manage tasks as appropriate


•      Bachelor's degree required

•      A minimum of 6-8 years’ experience working in an office environment, and minimum of three years’ experience as an executive assistant.

•      Minimum of three years’ experience working in a nonprofit setting; experience working directly with a board highly desirable

•      Strong writing and editing skills

·       Excellent interpersonal skills

  • Excellent written and oral communication skills
  • Ability to work collaboratively and independently

·       Strong relationship building skills with an ability to prioritize, negotiate, and work with a variety of internal and external stakeholders

  • A multi-tasker with strong organizational skills and the ability to wear many hats in a fast-paced environment and switch gears quickly as required; project management experience a plus
  • Keen problem-solving skills which support and enable sound decision making
  • Excellent computer skills, proficient in MS Office and Outlook; Raiser’s Edge a plus
  • Personal qualities of integrity, credibility, and dedication to the mission of the Boston Arts Academy Foundation: a strong sense of ownership for assigned work functions.


Salary and Benefits are based on a competitive nonprofit scale and commensurate with experience. The BAA FOUNDATION is committed to workplace diversity and inclusion. We are equal opportunity employers and do not discriminate in hiring or employment on the basis of race, color, religion, national origin, gender, marital status, sexual orientation, age, disability, veteran status, or any other characteristic protected by federal, state, or local law. We offer competitive salaries, excellent benefits, and a pleasant working environment.  

Level of Language Proficiency

English, fluent.

Professional Level

None specified

Minimum Education Required

4-year degree

How To Apply


Please apply with resume and cover letter to hwaters@bostonartsacademyfdn.org