Executive Assistant

Position

The Executive Assistant will perform diverse administrative duties for members of Bridgespan’s management team in support of its work with clients and internal teams. Responsibilities include written and verbal correspondence, scheduling, and calendar, management, arranging travel, coordinating logistics and materials for meetings, and other related duties as required. The Executive Assistant is an integral member of the Bridgespan administrative team and collaborates with other EAs to provide the best support and coverage possible for Bridgespan’s executive staff. This is an excellent opportunity to be part of a high-functioning administrative team while gaining a comprehensive understanding of the nonprofit sector.

Communications

• Call and email clients directly on behalf of partners and managers to schedule meetings, and act as representative and extension of your partner and manager 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
• Track correspondence with important relationships in the contact management system
• Receive, screen, and route phone calls, mail, and correspondence for partners and managers as requested
• Maintain hard-copy and electronic files for partners and managers as requested

Calendar Management

• Schedule meetings, resolve conflicts, and prioritize commitments
• Help managers and partners prioritize and process new demands on their time
• Arrange conference rooms, catering, presentation materials, and audio/visual setup as needed for meetings

Travel

• Coordinate domestic and international travel arrangements including air, train, hotel, and ground transportation reservations
• Adjust reservations and any affected meetings as necessary
• Provide partners and managers with important phone numbers and reservation information in case problems arise after-hours
• Provide logistic support to a team of individuals that is traveling (e.g., provide maps between locations, make group dinner reservations, etc.)
• Compile itineraries
• Where needed, help with procurement of visas and identifying other necessary pre-travel prep (e.g., vaccinations)

Other responsibilities

• Compile and submit monthly time and expense reports for partners and managers
• Work with staff, venues, and vendors to coordinate complex meetings, convenings, team retreats, and social events
• Collaborate with other EAs on the reception desk and phone coverage, work sharing, and general team support
• Assist internal teams with tracking correspondence and data
• Perform research as needed
• Perform other related duties as requested or as responsibilities dictate

Qualifications

• Bachelor’s Degree or related experience is required
• 2-5 years of experience 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 the ability to learn new technology quickly, is required
• 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, juggle multiple tasks simultaneously and deal with highly confidential information
• 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 have a solution-oriented approach to conflicts
• Must be highly adaptive to management styles and changing needs, reprioritizing tasks and projects as needed

The Bridgespan Group maintains a policy requiring all US-based employees to be fully vaccinated against COVID-19. Newly hired employees must show proof of full vaccination status prior to their employment start date. As an equal opportunity employer, we will provide reasonable accommodation to those unable to be vaccinated for medical or religious reasons in accordance with applicable laws.

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.