The Assistant to the Executive Director (AED) supports the Executive Director (ED) of the Wellesley Centers for Women (WCW) in diverse administrative duties of considerable functional scope. The ideal individual will have the ability to exercise good judgment in a variety of situations and will possess strong written and verbal communication, administrative, and organizational skills. The AED will be tech-savvy and comfortable learning new technologies. The ability to maintain a realistic balance among multiple priorities is imperative. The Assistant to the Executive Director must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. The Assistant to the Executive Director must be creative and enjoy working within an environment that is mission-driven, results-driven, and community oriented.
The Assistant to the Executive Director provides meeting support and research assistance to the ED; organizes logistics for WCW events, conferences, meetings, and special programs; supports the Council of Advisors; greets guests; and works closely with the Chief of Staff and Director of External Relations.
Primary Position Responsibilities
Manage scheduling and travel logistics for the Executive Director, as well as processing the ED’s expense reports and corresponding on behalf of the ED. Assist with ED’s calendar as requested. In addition, the AED will support the ED in meeting preparation, research, and materials. The Assistant to the Executive Director is also the first point of contact for WCW phone lines and email accounts, responding to and forwarding constituent messages in a timely manner. Greets and triages visitors to Cheever House. Coordinate event planning, scheduling, logistics, and some programming for WCW meetings, events, and special programs as assigned. Conduct library and internet research for the ED, including but not limited to procuring books from the library, finding articles on specific topics of interest to the ED, conducting background research on organizations and individuals, finding history on WCW, and conducting research to support meeting preparation for the ED as requested. Coordinate logistics for WCW Council of Advisors (CoA) meetings, including supporting CoA committees and task forces as requested, processing related expense reports, scheduling and travel support, and completing and disseminating minutes and notes for all CoA and committee meetings in a timely manner. Provide support for WCW’s NGO Special Consultative Status at the UN, including designating official representatives, collecting information for the quadrennial report, and organizing logistics and travel for the UN Commission on the Status of Women and related events. Manage the official WCW Calendar ensuring the calendar is consistently updated with new information. Other duties as assigned. Please note, this job description is not designed to cover a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job.
AED takes direction and insight from the ED and Chief of Staff. ED’s travel arrangements and expense reporting are executed in a professional, accurate, and timely manner. AED works cooperatively with WCW administrative team and communicates openly and effectively with all staff. AED responds positively to change and looks for ways to streamline and make responsibilities more efficient. AED represents and applies in-depth knowledge about WCW to the ED’s contacts when communicating. AED succeeds in balancing several tasks at one time, is willing to be flexible and finish projects in a timely manner. Maintains confidence and protects operations by keeping information confidential and by inspiring trust. Confidential and sensitive handling of all constituent information and communications.
The Assistant to the Executive Director represents the ED and WCW in all their actions both with internal and external constituencies.
This position is a 60%-time role. Schedule to be set in partnership with ED.
Available to work occasional nights and weekends as required to support special events.
All employees hired after August 2, 2021 are required to upload proof of vaccination against COVID-19, subject to approved medical or religious exemptions or disability accommodations
Wellesley is known for the excellence of its education, the beauty of its setting, its gifted faculty, and the uniqueness of its campus culture. But most of all, Wellesley is known for the thousands of accomplished, thoughtful women it has sent out into the world for over 100 years women who are committed to making a difference. Every year, some 2,400 of the world's top undergraduate women are challenged to exceed their own highest personal and intellectual expectations. The mastery Wellesley graduates demonstrate across the professional and vocational spectrum, and the influence they wield, whether in their own communities or on the world stage is testament to a singularly empowering undergraduate experience. Wellesley's lively academic community places a high value on rigorous, probing inquiry, and creative, cross-discipline thinking. Its collaborative approach to scholarship encourages students to question, debate, and refine their points of view, not only with each other, but with our world-class faculty, often by working directly with them on groundbreaking projects. A Wellesley education fosters the highest standard of readiness for the real world in its graduates, in terms... of ability to think, act, and contribute meaningfully and effectively in their chosen areas of interest.