Executive Assistant

About the New England Foundation for the Arts

The New England Foundation for the Arts (NEFA) is a 501(c)3 social impact organization that builds, sustains, and fights for arts and culture through grantmaking, partnerships, and advocacy in New England, the nation, and beyond.

As an organization, NEFA believes the freedoms to create, access, express, and share arts and culture are human rights and essential to a just society and thriving communities. As an employer, we are dedicated to dismantling the systemic inequities, barriers, and actions that have excluded individuals and communities from professional opportunities.

NEFA is proud to be an equal opportunity employer and is invested in creating an equitable and inclusive working environment and organizational culture. We are committed to hiring individuals who share and support our values, and who reflect the diversity of the communities we serve. NEFA does not discriminate on the basis of race, religion, gender, sexual orientation, national origin, disability, age, veteran status, or any other classes or characteristics protected by law.

About the Position

The Executive Assistant is the principal support staff for the Executive Director providing an essential, strategic communications and logistics interface between the Executive Director and staff and as the organization’s primary liaison to the Board of Directors.

The Executive Assistant informs engagement between the Executive Director, NEFA staff, Board of Directors, external partners, and constituents, and implements communications and logistics supporting those efforts. They act as a repository of knowledge to ensure continuity and consistency of executive level work, advising the Executive Director on strategic opportunities and informing their work with all NEFA constituencies.

The Executive Assistant will be able to work effectively both within teams and independently, to accomplish goals and implement projects. The successful candidate works proactively, anticipating needs, conflicts, and opportunities while exercising considerable judgment, initiative, and discretion. They will be highly organized and able to prioritize and manage multiple and varied projects; have exceptional administrative, organizational, and communication skills; and develop and maintain positive interpersonal relations with all levels of staff, board members, and external contacts.

Essential Functions - % of Time

Executive Support – 40%

• Coordinate calendar management, travel arrangements, professional association memberships, event attendance, grant and payment approvals, and expense reporting for the Executive Director;
• Ensure the Executive Director is provided with detailed itineraries and briefing materials for meetings and events, by developing and/or coordinating with appropriate NEFA staff to create reports, briefings, presentations, and responses on organizational issues as appropriate;
• Meet regularly with program and development staff to identify strategic opportunities for the Executive Director’s participation in organizational and programmatic meetings and events, and vet external invitations and opportunities with relevant staff to maximize travel plans;
• Interact with board members, donors, community leaders, and the public on the phone, via email, at meetings, and in correspondence;
• Prepare draft correspondence from the Executive Director to board, donors, and other constituencies as needed;
• Collaborate with other executive staff on other projects as requested.

Governance & Board Relations - 30%

• Plan and execute all in-person and virtual meetings of the Board of Directors, board committees, and special advisory committees;
• Coordinate meeting logistics for all board meetings and annual retreat including convening planning teams, conducting site visits, securing accommodations, planning meals, technology support, and preparing presentations and print materials;
• Organize and produce board books, update regular materials, draft committee reports, and manage staff contributions; prepare briefings and speaking points for Executive Director, board and committee chairs, and other speakers as needed;
• Take and produce meeting minutes for board and committee meetings and others as assigned; Capture action items and conduct follow-up as needed;
• Maintain Board-related content including class lists and pipeline, cultivation and orientation packets, board service correspondence, individual board member information files, and content for restricted board page on nefa.org;
• Collaborate with executive leadership, board, and committee leadership on agenda creation and governance issues;
• Partner closely with Executive Director and Governance Committee on board membership and recruitment processes.

Donor Stewardship – 10%

• Partner with development staff and other teams to plan and execute donor cultivation events such as meetings, lunches, dinners, performances, receptions, etc.;
• Support executive and development staff in stewarding individual donors including board and members and funding partners;
• Assist development staff with preparing and distributing solicitation materials for individual donors;
• Participate in monthly External Affairs Team (EAT) meetings.

Executive Office Coordination – 10%

• Support the Chief Operating Officer in managing NEFA’s office; consider and recommend potential improvements, monitor repairs, liaise with building personnel, and develop and maintain documentation for office related procedures and systems;
• Host in-person meetings between Executive Director and external guests by providing travel and parking instructions, liaising with building security, space set-up, coordinating refreshments, and welcoming and orienting guests;
• Provide on-site logistical support and guidance to staff planning and executing in-person meetings and events;
• Collect, sort, and distribute office mail and voicemail; open and process all incoming mail for the Executive Director;
• Participate in monthly Operations Team meetings.

Connecting & Learning– 10%

• Represent the organization at conferences, meetings, performances, and other events; report on learning and outcomes;
• Participate in and support organization-wide convenings and events, planning sessions, and working groups.

Scope

Does this position supervise others?

No

Internal/External Contacts

Works with all staff, board, and advisory council members; fields all inquiries and scheduling requests from internal and external contacts, including artists, individual donors, contacts at private foundations, and partners at government agencies.

Some events (3-5 per year) require work/travel outside of normal business hours.

Financial/Operational Resources Impacted

$50,000

Decision Making/Problem Solving

Responsible for managing the Executive Director’s calendar; monitoring spending in line with NEFA fiscal policies and procedures; planning logistics and agenda items for all board and committee meetings; preparing briefings and meeting materials for the executive director and board leadership; maintaining discretion while working with sensitive information.

FY26 Officer Level Starting Salary

$72,000

Opportunities for Advancement

At the beginning of their tenure in the role, staff in officer level positions should set performance, development, and skill-building goals with their supervisor based on the expectations of the position and needs of the department. After two (2) years in an officer level position, employees who have a proven track record of success in their role, have accomplished or made significant progress toward their performance goals and have demonstrated steady growth as measured in their annual performance assessments, may be considered for promotion with careful consideration of department conditions.

Qualifications

Required

• 4 - 8 years of professional experience in administrative or executive support roles working directly with executive leadership, boards, donors or in fundraising/stewardship roles;
• Highly organized and able to prioritize and manage multiple varied projects; specificity to detail, protocols, and professionalism, including highest level of discretion with confidential information;
• Experience with meeting and/or event planning;
• Outstanding communication skills - verbal, written, and interpersonal;
• Impeccable attention to detail;
• Comfort with notetaking during meetings; past experience preparing meeting minutes a plus;
• Familiarity with project management, calendar, and scheduling tools such as Asana, Outlook, Doodle, Slotted, Calendly, etc.;
• Proficiency in Windows, Microsoft Office, and familiarity with CRM databases; experience with Salesforce CRM a plus;
• Current driver’s license and willingness to travel within New England;
• A passion for/interest in working in the arts;
• Appreciation for and identification with NEFA’s mission, vision, and values and interest in engaging in work to advance NEFA’s organizational goals.

Preferred

• Past work in the arts/arts administration, nonprofits, or philanthropy;
• Comfortable with writing in a variety of voices;
• Familiarity with the people and cultures of New England and interest in exploring its artistic communities.

Workplace Requirements

NEFA is a multi-state organization and an evolving and dynamic workplace. NEFA staff work in a variety of contexts, including in-person in Boston and remotely across New England and other pre-approved states. This role can be performed entirely in person or as a hybrid role; it is not a remote role. This position is required to work in person at the office at least 1-2 regular days per week. Additional in-office time will be required to support in-person meetings and events as they arise. As such, the person in this position must reside within a reasonable commuting distance of NEFA’s office, which we define as 60-minutes by automobile and/or within the catchment area of the MBTA.

Physical/Mental Demands

Stationary position, occasional lifting (up to 20 lbs.), occasional travel (regional/national), computational skills, reasoning, decision-making, detailed work, discretion, confidentiality, communication, organization skills, reading, processing