Job Title:  Executive Assistant & Project Coordinator

Reports To:  President and Chief Executive Officer

Department:  Office of the President and CEO

FLSA Status:  ( X ) Exempt or ( ) Non-Exempt

( ) Union or ( X ) Non-Union

Position Summary:

This is not a traditional executive assistant role. Somerville Cambridge Elder Services is seeking a highly organized, systems-minded, and driven early-career professional who thrives on bringing structure to complexity. This role serves as a central hub for coordination, execution, and follow-through across the CEO’s priorities, board governance, and key organizational initiatives.

The executive assistant & project coordinator will act as a force multiplier for the CEO and leadership team—ensuring priorities move forward, timelines are met, and nothing falls through the cracks. This role is ideal for someone in the early stages of their career who is:

· Exceptionally organized and detail-oriented

· Naturally proactive and resourceful

· Energized by mission-driven work in community health or nonprofit settings

· Interested in gaining exposure to executive leadership and organizational strategy

KEY RESPONSIBILITIES:

1. Executive & operational coordination

· Manage and optimize the CEO’s calendar with a strong focus on prioritization, sequencing, and time leverage

· Anticipate needs, identify conflicts, and ensure the CEO is fully prepared for all engagements

· Serve as a central coordination point across internal and external stakeholders

2. Project coordination & execution 

· Track and manage multiple concurrent projects and initiatives on behalf of the CEO and leadership team

· Develop and maintain project plans, timelines, trackers, and dashboards

· Ensure clear ownership, deadlines, and accountability across stakeholders

· Proactively follow up on action items and flag risks, delays, or gaps

· Prepare concise status updates and executive-level summaries

· Bring structure and discipline to cross-functional initiatives

KEY RESPONSIBILITIES (continued):

3. Board & governance management

· Coordinate all board and committee activities end-to-end

· Develop agendas, compile materials, and ensure timely distribution

· Maintain governance documentation and ensure compliance with bylaws and regulations

· Manage board systems (e.g., SharePoint) with strong attention to detail and data integrity

4. Content development & synthesis

· Create high-quality presentations, reports, and briefing materials

· Analyze and synthesize complex information into clear, actionable insights

· Support leadership communications and strategic initiatives

5. Organizational effectiveness support

· Improve and maintain systems for tracking priorities, decisions, and follow-ups

· Support cross-functional coordination to ensure alignment and execution

· Assist with planning and logistics for leadership and organizational initiatives

WHAT SUCCESS LOOKS LIKE:

· Projects move forward on time, with clear accountability

· Leadership meetings are well-prepared, efficient, and actionable

· The CEO’s time is optimized and protected

· Stakeholders experience strong follow-through and communication

· Organizational priorities are tracked, visible, and progressing

QUALIFICATIONS:

Required:

· 2–5 years of experience in project coordination, operations, or executive support

· Demonstrated ability to manage multiple priorities, timelines, and stakeholders

· Strong organizational systems and attention to detail bordering on obsessive

· Proven ability to follow through and drive execution

· Excellent written and verbal communication skills

· High level of discretion and professionalism.

Preferred:

· Experience in a nonprofit, healthcare, or community-based organization

· Exposure to board support or governance

· Familiarity with tools such as excel, PowerPoint, SharePoint, teams, or project tracking tools

IDEAL CANDIDATE PROFILE:

· Early-career, high potential, and highly driven

· Naturally takes ownership and doesn’t wait to be asked

· Loves checklists, trackers, and organizing chaos into clarity

· Comfortable working behind the scenes to make others successful

· Strong interest in mission-driven work and community impact

PROFESSIONAL STANDARDS AND CONDUCT:

· Collaborative and responsive: Regularly communicate and follow up using a team-driven approach. Respond thoughtfully and promptly to agency needs, requests, and inquiries. Identify and build partnerships with key stakeholders. Demonstrate excellent organizational and time management skills to meet various deadlines, ensuring closed-loop communication, multitasking, and maintaining flexibility to adapt and adjust workload assignments based on changing priorities.

· Communication: Skilled in verbal and written communication, with the ability to convey information effectively across diverse styles and cultural backgrounds. Maintain high integrity and discretion when handling confidential information. Exhibit excellent judgment and the ability to switch gears quickly as needed.

· Analytical: Apply critical thinking skills, using logic and reasoning to evaluate strengths and opportunities of alternative solutions or approaches. Make informed decisions regarding priorities and available time, and respond appropriately to situations requiring quick turnaround. Ability to complete multiple time-sensitive and complex tasks and projects independently with little or no guidance.

· Attendance and punctuality: Dependable and punctual, showing flexibility when needed. Attend meetings as required and participate actively and attentively.

· Commitment: Embody SCES’s core values by demonstrating integrity, accountability, and professionalism in all interactions. Support SCES’s mission and dedication to fostering an inclusive environment.

Qualifications:

· High school diploma required; Associate’s or Bachelor’s degree strongly preferred. A combination of education and relevant experience will be considered.

· Professional certifications such as Certified Administrative Professional (CAP), Microsoft Office Specialist (MOS), or Project Management Professional (PMP) are strongly preferred and may be considered in lieu of a college degree.

· 2–5 years of experience providing high-level administrative support to senior or C-level executives is strongly preferred. Experience in a nonprofit or mission-driven organization and supporting a Board of Directors is highly desirable.

· Demonstrated experience managing projects, tracking deliverables, coordinating timelines, and supporting cross-functional initiatives.

· Demonstrated ability to work effectively with a diversity, equity, and inclusion (DEI) lens, with sensitivity to cultural and socioeconomic differences.

· Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and desktop publishing software; ability to design, edit, and format professional-quality documents and presentations.

· Strong technical aptitude, including the ability to troubleshoot common IT issues and navigate cloud-based platforms such as SharePoint, Teams, and other web-based tools.

· Excellent organizational skills and impeccable attention to detail, with a proven ability to manage multiple priorities in a fast-paced environment.

· High level of professionalism and discretion in dealing with confidential and sensitive information.

· Outstanding interpersonal and communication skills, with the ability to work collaboratively and diplomatically with a wide range of stakeholders, including Board members, executives, staff, and external partners.

Physical Environment

· Physical surroundings are comfortable with minimal exposure to injury or hazards.

Social/Psychological Conditions

· The position requires flexibility and adaptability to manage shifting priorities, unexpected demands, and evolving organizational needs.

· Occasional stress may arise from periodic or cyclical workload pressures, tight deadlines, and the need to balance multiple concurrent projects and responsibilities.

· The role involves frequent interruptions and urgent requests, requiring the ability to remain calm, focused, and professional under pressure.

· Requires strong emotional intelligence and interpersonal skills to effectively collaborate with diverse stakeholders, including senior leaders, Board members, staff, and external partners.

· Ability to maintain discretion and confidentiality in high-stakes or sensitive situations, while navigating complex organizational dynamics.

· The position demands resilience and proactive problem-solving to anticipate and address challenges before they impact leadership or operations.

Physical Effort

· Frequently sits, stands, walks, bends, reaches, and stoops throughout the day.

· Frequently lifts, pulls, pushes, and carries up to 20 lbs.

· Periodic eye strain and light ear strain. 

PAY RANGE (DEPENDING UPON EXPERIENCE): $85,000-100,000. 

Qualifications:

· High school diploma required; Associate’s or Bachelor’s degree strongly preferred. A combination of education and relevant experience will be considered.

· Professional certifications such as Certified Administrative Professional (CAP), Microsoft Office Specialist (MOS), or Project Management Professional (PMP) are strongly preferred and may be considered in lieu of a college degree.

· 2–5 years of experience providing high-level administrative support to senior or C-level executives is strongly preferred. Experience in a nonprofit or mission-driven organization and supporting a Board of Directors is highly desirable.

· Demonstrated experience managing projects, tracking deliverables, coordinating timelines, and supporting cross-functional initiatives.

· Demonstrated ability to work effectively with a diversity, equity, and inclusion (DEI) lens, with sensitivity to cultural and socioeconomic differences.

· Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and desktop publishing software; ability to design, edit, and format professional-quality documents and presentations.

· Strong technical aptitude, including the ability to troubleshoot common IT issues and navigate cloud-based platforms such as SharePoint, Teams, and other web-based tools.

· Excellent organizational skills and impeccable attention to detail, with a proven ability to manage multiple priorities in a fast-paced environment.

· High level of professionalism and discretion in dealing with confidential and sensitive information.

· Outstanding interpersonal and communication skills, with the ability to work collaboratively and diplomatically with a wide range of stakeholders, including Board members, executives, staff, and external partners.

Physical Environment

· Physical surroundings are comfortable with minimal exposure to injury or hazards.

Social/Psychological Conditions

· The position requires flexibility and adaptability to manage shifting priorities, unexpected demands, and evolving organizational needs.

· Occasional stress may arise from periodic or cyclical workload pressures, tight deadlines, and the need to balance multiple concurrent projects and responsibilities.

· The role involves frequent interruptions and urgent requests, requiring the ability to remain calm, focused, and professional under pressure.

· Requires strong emotional intelligence and interpersonal skills to effectively collaborate with diverse stakeholders, including senior leaders, Board members, staff, and external partners.

· Ability to maintain discretion and confidentiality in high-stakes or sensitive situations, while navigating complex organizational dynamics.

· The position demands resilience and proactive problem-solving to anticipate and address challenges before they impact leadership or operations.

Physical Effort

· Frequently sits, stands, walks, bends, reaches, and stoops throughout the day.

· Frequently lifts, pulls, pushes, and carries up to 20 lbs.

· Periodic eye strain and light ear strain. 

PAY RANGE (DEPENDING UPON EXPERIENCE): $85,000-100,000.