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Executive Assistant

Purpose: The Executive Assistant provides clerical and administrative support to the President, ensuring the office of the President runs efficiently and with a high level of professionalism. This position also provides clerical and administrative support to the Chair of the Board of Trustees, Trustees, and other departments on as needed basis.

Reporting Relationships: This position reports to the President.

Supervisory Responsibility: none

Major Responsibilities:

Provides hands-on coordination of all aspects of the President’s office to maximize efficiency and free up the President to focus on the Society’s priorities.* Specific activities include but are not limited to:


  • Maintaining the President’s calendar including scheduling meetings.
  • Typing correspondence and reports.
  • Screening telephone calls and handling as appropriate.
  • Making travel arrangements.
  • Maintaining accurate records, electronic and hard copy as appropriate.


 Provides clerical and administrative support to the Chair of the Board of Trustees and the Trustees.* Specific activities include but are not limited to:


  • Schedule Trustee, Overseer and Committee Meetings as needed.
  • Arranged all aspects of Trustee and Overseers Meetings including preparing agenda, collecting, compiling, and mailing meeting packets along with coordinating catering arrangements.
  • Taking and editing meeting minutes at Trustee, Overseer and Governance Committee Meetings.
  • Responsible for updating both the Trustee and Overseer Handbook and maintaining the Trustees’ web page.
  • Plan bi-monthly All-Staff Meetings.


Provides clerical and administrative support to other departments on an as needed basis including but not limited to:*

  • Assisting with special events sponsored by the Development department
  • Preparing correspondence to MHS Fellows for the Director of Research

* Essential functions

 Key Contacts

 External – Chair of the Board, Trustees, and Overseers, callers to the office of the President

 Internal – Managers and all employees



Bachelor’s Degree or equivalent experience



  • Minimum of 10 years’ experience as an assistant to the top executive, preferably in a nonprofit organization
  • Demonstrated success working in a fast paced office with a heavy workload and frequently changing priorities
  • Experience working with a board of trustees or directors




  • Excellent oral and written communications skills
  • Strong planning and organization skills with ability to prioritize and multi-task
  • High level of initiative
  • Good judgment
  • Effective problem solver
  • Good analytical skills
  • Strong interpersonal skills and professionalism with ability to represent the office of the President well with diverse constituents, internally and externally
  • High level of discretion
  • Proficiency in Microsoft Office Suite



Tammy Hamond, 

Note: Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

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