Executive Assistant/Office Manager

Location: Boston
Job Code: 177

Description

Organization

The Bridgespan Group is the leading nonprofit consulting organization serving ambitious nonprofit leaders, philanthropists, and impact investors. We work with social change organizations such as the Harlem Children’s Zone and Big Brothers Big Sisters of America; philanthropies such as the Ford Foundation; impact investors such as TPG’s Rise Fund; and bold, collaborative initiatives such as TED’s Audacious Project, Blue Meridian Partners, and Co-Impact. Like our clients, we are passionate about breaking cycles of poverty and ensuring core human and civil rights. We value diversity, passion, respect, candor, and most of all having social impact and improving the human condition. If you want to work with the market leader that bridges the worlds of game-changing philanthropists, social change leaders, and impact investors, then Bridgespan is the place for you.

 

Position

The Executive Assistant/Office Manager will perform diverse administrative duties for the Office Head in support of their work with clients and internal teams, while also managing the day-to-day office operations.  The Executive Assistant/Office Manager is an integral member of the Bridgespan administrative team, and collaborates with other EAs, Receptionists, and key shareholders to provide the best support and coverage possible for Bridgespan’s executive staff and office.  This is an excellent opportunity to be part of a high-functioning administrative team while managing a dynamic office space and gaining a comprehensive understanding of the nonprofit sector. This is a great role for an organized, positive, and proactive person that loves to collaborate with others and be a part of something bigger than themselves.

 

Executive Assistant tasks:

  • Calendar management – Schedule meetings, resolve conflicts, and prioritize commitments.  Help prioritize and process new demands on executive’s calendar. 
  • Travel planning – Coordinate domestic and international travel including air, train, hotel and ground transportation. 
  • Meeting coordination – Arrange conference rooms, catering, presentation materials, and audio/visual setup as needed for meetings.  Agenda meeting and minutesWork with staff, venues, and vendors to coordinate complex meetings, convening’s, team retreats, and social events.
  • Communications – Call and email clients directly on behalf of partner and act as representative and extension of your partner in communication to clients and internal colleagues.  Draft, type, and proofread letters, memos, documents, presentations, and reports as requested, and coordinate with relevant teams to respond to incoming proposals and requests. 
  • Relationship management and development – Track correspondence with important relationships in contact management system.  Assist partner in proactive outreach, engagement, and building of relationships. 
  • Expenses - Compile and submit monthly time and expense reports for partner.
  • Collaboration – Work within case teams and with other EAs on work sharing, and general team support. 

 

 

Office Manager tasks:

  • Oversee all facilities and usage at Boston headquarters to keep things running smoothly
  • Supervise 2 receptionists
  • Ensure that safety measures are in place; includes fire safety protocol and related staff assignments for drills
  • Liaison with building management and security
  • Meet monthly with Office Head to review new and ongoing facilities issues
  • Interface with vendors and negotiate contracts
  • Provide and keep track of lockers, storage, access passes
  • Present Office Norms to Boston new hires
  • Organize quarterly office wide cleaning days and monthly office meetings
  • Maintain office/kitchen efficiency by planning and implementing systems, layouts, and equipment procurement/maintenance
  • Ensure kitchen and offices spaces meet expectations by working/communicating with all levels of the office
  • Maintain and update email distribution lists
  • Contribute to the potential build-out of Bridgespan’s office space, working  closely with the Boston Office Head and Associate Director of Finance to meet the needs of the growing office

Qualifications:

  • Bachelor’s Degree or related experience is required
  • 2-5 years of experience in office management and providing direct administrative or program support to organizations and executives
  • Experience providing support in a professional services or management consulting firm is preferred
  • Comprehensive knowledge of computer software applications such as Microsoft Word, Excel, and PowerPoint, and ability to learn new technology quickly, is required
  • Strong interpersonal skills, ability to communicate and manage well at all levels of the organization and with staff at remote locations
  • Strong problem-solving and creative skills and the ability to exercise sound judgment and make decisions based on accurate and timely analyses.  Natural orientation towards being proactive
  • High level of integrity and dependability with a strong sense of urgency and results-orientation.  Discretion with confidential data
  • Outstanding written and verbal communication skills are required
  • Must be able to work both independently and as an integral member of various teams
  • Strong organizational skills and attention to detail
  • Ability to meet deadlines, prioritize assignments, and juggle multiple tasks simultaneously
  • Interest in and enthusiasm for the nonprofit sector and the administrative field
  • Commitment to strong performance, high standard of accountability, and openness to feedback
  • Must be comfortable working in a fast-paced environment and calm under pressure
  • Must have an articulate, diplomatic, and highly responsive communication style
  • Must be highly adaptive to management styles and changing needs, reprioritizing tasks and projects as needed

 

At Bridgespan, we are committed to diversity, equity, and inclusion because we are passionate about helping our clients achieve breakthrough results. An organization that reflects the diversity of our clients and their beneficiaries will produce deeper relationships, engagement, and insights. Bridgespan is committed to providing equal opportunities. We serve diverse organizations, and are committed to non-discrimination. Bridgespan will not discriminate against any employee with respect to any term or condition of employment, including but not limited to less favorable treatment, exclusion from employment or employment opportunities (including hiring, assignment, performance assessment and promotion) on the basis of race, color, religion, national origin, citizenship, ancestry, gender (including pregnancy), gender identity, age, disability, marital status, sexual orientation, expression, veteran’s status or other protected characteristics or status. We actively partner with organizations representing minority concerns and interests to build high-performing teams that mirror the communities we serve.

 

All company sponsored programs including training, job, social and recreational activities are required to be nondiscriminatory and all human resource practices are monitored to ensure equal opportunity.

 





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