Executive Assistant (Part-Time)

Executive Assistant (Part-Time)

Worcester, MA

Action! by Design is a citizen-centered design company that works at the intersection of design, technology, and society to create impactful experiences. We use our skills to help companies and organizations cultivate community through program design, placemaking, and campaign creation. We are committed to creating a working environment that inspires creativity, encourages personal development, and contributes to making the world a better place.

We are looking for an Executive Assistant to perform a variety of administrative tasks and support our Action! By Design’s founder through project management and miscellaneous tasks for special projects.

The Executive Assistant’s responsibilities include managing calendars, supporting client projects, making travel arrangements and assisting the company founder in miscellaneous tasks that include research, outreach, and ideation. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance.

Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to the company owner.

Primary Goals & Responsibilities:

  • Act as the point of contact among founder, employees, clients and other external partners

  • Opening, sorting and distributing incoming faxes, emails, and other correspondence.

  • Manage information flow in a timely and accurate manner

  • Manage calendars and set up meetings

  • Plan, develop schedules, timelines, and prioritize projects and proactively communicate with project team to ensure timely project delivery

  • Make travel and accommodation arrangements

  • Act as an office manager by keeping up with office supply inventory

  • Format information for internal and external communication – memos, emails, presentations, reports

  • Helping prepare for meetings.

  • Take minutes during meetings

  • Document and maintain records of current project plans, meeting minutes, decisions, project reports, schedules, budgets, cost tracking reports, and other pertinent records

  • Filing and retrieving corporate records, documents, and reports.

  • Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, and executives.

  • Own any other duties/responsibilities as assigned

Requirements:

  • Outstanding organizational and time management skills

  • Ability to organize a daily workload by priorities.

  • Excellent verbal and written communications skills

  • Must be able to meet deadlines in a fast-paced quickly changing environment.

  • A proactive approach to problem-solving with strong decision-making skills.

  • Excellent Google Drive & products knowledge (MS Office as well)

  • Discretion and confidentiality

  • Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)

  • Demonstrate respect for all Persons inclusive of, but not limited to; gender, race, religion, age, disability, gender identity, sexual orientation, marital status, pregnancy status, nationality, class, political opinion, union affiliation, or social or ethnic origin

  • Willingness to work flexible hours, some evenings and weekends required

  • Experience with event planning and community organizing a plus!

  • Legal authorization to work in the US

Details

This is a part-time position at 20 hours per week with opportunity for growth. The ideal candidate may be a passionate undergrad or grad student, a parent seeking part time work, an experienced worker with another part time job, etc.; Action! by Design does not discriminate based on traditional educational attainment; your experience and motivation to learn are what matter.

This position starts at $17/hour.

Interested applicants are invited to send a cover letter and resume to theteam@actionbydesign.co.

Action! by Design does not discriminate on the basis of race, color, religion, gender/gender identification, age, national origin, disability, or sexual orientation. We celebrate the intersectional identities that make people unique and connect us.