EXECUTIVE ASSISTANT

Location: Boston, MA

Department: The Possible Project

Type: Full Time

Min. Experience: Mid-Senior Level

The Possible Zone (TPZ), a nonprofit organization, seeks an Executive Assistant who will support TPZ’s Leadership Team and day-to-day administrative needs. The ideal candidate is a seasoned Administrator with extensive experience working with senior leadership, is passionate about closing the opportunity gap, and has a strong attention to detail, organization, and time management skills.

ABOUT THE POSSIBLE ZONE:

The Possible Zone (TPZ) is a multi-year, youth entrepreneurship program offering students exciting project-based experiences:

• learning how to integrate the latest in emerging technology and becoming fluent in skills and methods relevant to jobs of the future.
• learning to code and design software, including games, apps, as well as increasing their comfort and familiarity with integrating AI-powered tools into their existing workflows
• the creation and running of student-directed, passion-based ventures
• hands-on experiences within TPZ’s In-House Enterprise
• work-based learning opportunities through internships and fellowships
• learning about and use of high-technology maker equipment, such as laser cutters, 3-D printers and clothing printers/presses
• personalized college and/or career advising

Throughout their TPZ journey, students work with dedicated educators, advisors, peers, and field experts; earn stipends; design products and services in a state-of-the-art makerspace; attend pitch panels and marketplaces; build and apply essential skills, mindsets, and social capital; and explore the exciting opportunities that exist post-high school. Students have fun learning, growing and interacting with peers as they design their futures.

TPZ is in its second decade of operations, having served nearly 1000 students in the greater Boston area. The organization employs 30+ professionals with plans to grow significantly in Boston over the next 4 years, as well as other cities beyond 2025. TPZ offers a strong professional development ethos, a fast-paced entrepreneurial culture, innovative curriculum & pedagogy, and a commitment to excellence and student impact. Importantly, TPZ is highly committed to Diversity, Equity and Inclusion in everything we do. Currently in an expansion mode, TPZ recently opened a 35,000 sq ft Boston Innovation Center with plans to serve 1000 students a year by 2026.

ABOUT THE ROLE:

To ensure there is adequate capacity to support TPZ's Leadership Team and day-to-day operations, the organization is seeking an Executive Assistant to partner closely with the Leadership Team to advance a set of critical executive tasks in a timely and high-quality manner. This person will play a meaningful role within the organization by ensuring exceptional communication between the Leadership Team and the broader staff base. The primary aspects of this role will include support for the Leadership Team with overall calendar management, meeting preparation and support, to include, but not limited to: creation of executive presentations, from creation to iteration and version control, and perform a broad range of administrative duties and tasks as needed.This role is a great opportunity for a seasoned administrator who has demonstrated expertise and expertise working in a fast paced and rapidly growing organization.

RESPONSIBILITIES:

• Support the Leadership Team with daily administrative duties that include calendar management; proactively identifying and addressing scheduling conflicts; preparing requested materials including designing/drafting/editing, and completing weekly agendas and note/minute taking for regular meetings such as the Leadership Team meeting and others as needed
• Support Leadership Team in preparing relevant materials for all meetings, including the creation of compelling and creative PowerPoint slide decks and relevant materials utilizing TPZ branding and managing iteration and version control
• Provide day-to-day support to Leadership Team with any administrative tasks needed to accomplish strategic plan; support organizational projects as appropriate
• Manage scheduling of relevant organizational meetings
• Partner with others on the Administrative Team on organizational efficacy as it pertains to administrative support
• Provide additional general administrative support as needed, which can include coordinating senior leadership and management team meetings and planning team-wide events
• Collect, prepare and distribute appropriate materials for meetings as assigned
• Locate, research, assemble, edit and summarize material, information and data as requested for members of the Leadership Team
• Maintain the highest level of confidentiality, take initiative and exercise excellent judgment

QUALIFICATIONS:

• 5-7+ years of experience supporting C-Suite execs in a rapid-growth, entrepreneurial setting
• Strong organizational and time management skills, ability to manage multiple tasks and clearly articulate information both written and orally
• Attention to detail, and ability to maintain a professional demeanor in dealing with a variety of constituents
• Highly comfortable with technology with advanced knowledge of GSuite and all its tools along with the ability to flexible and agile to learn other programs and databases utilized by TPZ
• Possess strong digital design skills to create slide decks for presentations
• Ability to take initiative, work independently, and anticipate issues before they arise
• Strong teamwork skills needed to effectively collaborate and plan with coworkers
• A demonstrable passion for the mission, vision, and values of The Possible Zone
• Ability to work under pressure to achieve tight deadlines while managing large volumes of work
• Ability to manage and prioritize complex projects Flexibility, adaptability and the ability to pivot while remaining detail-oriented in an environment in which change can happen quickly
• Entrepreneurial and growth mindset - comfort with taking educated risks, excitement to pilot new ideas, research best practices, and reflect on experience for continuous improvement
• Demonstrated proficiency and eagerness to learn and grow in TPZs core competencies: Communication, Cultural Curiosity, Commitment to Excellence, Growth Mindset, Service Mindset, Teamwork
• Commitment to live the values of Diversity, Equity and inclusion (see Statement below)

Compensation & Benefits:

TPZ offers a competitive total rewards package including compensation, benefits, and professional development opportunities.

DEI Statement:

We believe every member of our team and student body deserves opportunities for growth, success and inclusion. We recognize that for many of our students, staff and communities, their life journeys run through oppressive structures and systems (e.g. classism, racism, sexism) — and that’s what makes our organizational culture and work so necessary and important.

We believe that diversity in perspective, backgrounds, ethnicities and lived experience is a strength, and from that strength, we can accomplish great things with the students we serve. Together as students, staff, organizations, communities, volunteers, and partners, we are intentional about creating safe spaces where all members can speak authentically and be themselves.

We are committed to Diversity, Inclusion, and Equity. As members of The Possible Zone community, our progression along this ongoing journey raises thoughtful questions, reveals biases, and opens conversations. We celebrate one another and are unified in our commitment to young people, excellence, and innovation. This work is our shared responsibility and our opportunity to welcome all members who share in our mission and strive to provide pathways that further prepare students in achieving their desired success.

COVID Vaccination Policy

The Possible Zone is requiring that all employees be fully vaccinated against COVID-19.

Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination. In order to be qualified for employment at The Possible Zone, final candidates must comply with the vaccination requirement or receive an approved exemption.

MORE ABOUT TPZ:

TPZ is in its second decade of operations, having served nearly 1000 students in the greater Boston area. The organization employs 30+ professionals with plans to grow significantly in Boston over the next 3 years, as well as other cities beyond 2025. TPZ offers a strong professional development ethos, a fast-paced entrepreneurial culture, innovative curriculum & pedagogy, and a commitment to excellence and student impact. Importantly, TPZ is highly committed to Diversity, Equity and Inclusion in everything we do. Currently in an expansion mode, TPZ plans to open a 35,000 sq ft Boston Innovation Center serving 1000 students a year, launching in early 2022.

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