Role Description We are seeking a highly organized and proactive Executive Assistant & Marketing Coordinator to support the CEO and the organization's day-to-day operations. This role combines executive support, operational coordination, marketing, and communications responsibilities. The ideal candidate has strong administrative skills, experience in marketing and content creation, and the ability to manage multiple priorities while maintaining clear and proactive communication. The successful candidate will be comfortable working independently in a fast-paced environment and confident using tools such as Google Workspace, Asana, Wix, Canva, social media platforms, and AI-assisted workflows. Key Responsibilities - Executive Support - Provide day-to-day executive support to the CEO - Support inbox, calendar, meeting scheduling, and reminders in coordination with the AI setup - Draft and organize emails, communications, and documentation - Track follow-ups and action items from meetings and events to completion - Proactively communicate progress, roadblocks, and priority changes without waiting to be asked - Digital Content, Marketing & Design support - Design professional, brand-consistent marketing assets in Canva to a publishable standard: social graphics, event promotions, flyers, presentations, and digital collateral - Own the social media content calendar across all platforms: plan it, build a repeatable system for capturing input from the team, and keep it running without needing to be chased - Develop and execute marketing campaigns for programs, events, and intakes, from concept through to scheduled posts to reporting on metrics - Write clear, engaging marketing copy that matches the organization's voice across Facebook, LinkedIn, Instagram, and newsletters - Track, measure, and report on content performance and campaign outcomes, and use the results to improve the next cycle - Assist with website updates and content coordination in Wix - Operational Coordination - Support project tracking and operational workflows - Maintain organized documentation, folders, and digital systems - Assist with internal coordination across multiple programs and initiatives - Help ensure operational tasks are completed on schedule - Manage competing priorities while maintaining clear communication with stakeholders - Systems & Process Support - Maintain and organise project management systems (Asana) - Set up, run, and improve AI-assisted workflows for drafting, summarizing, research, scheduling, and reporting - Identify where AI can remove repetitive work and propose practical improvements to how the organization uses it - Help maintain CRM, data records, and operational databases - Support process improvement and documentation of workflows - Identify opportunities to improve efficiency and streamline administrative processes - Communication & Stakeholder Management - Communicate professionally and warmly with clients, partners, government stakeholders, parents, community members, and vendors - Manage enquiries by email promptly, never letting messages go cold or sit in drafts - Coordinate meetings and introductions on the CEO's behalf and represent the organization well in writing - Maintain proactive communication with leadership regarding priorities, deadlines, and project status Qualifications - Proven experience as an Executive Assistant, Operations Assistant, Administrative Coordinator, or similar role - Demonstrated, portfolio-backed marketing and design experience - Proven ability to build and maintain a social media content calendar and a system for sourcing content - Genuine fluency with AI productivity tools and a willingness to operate and improve AI workflows - Confident, independent user of Wix for website updates - Strong attention to detail and the discipline to quality-check work (including AI output) before it goes out - Excellent written and spoken English communication skills - Demonstrated experience working independently in a fast-paced environment - Strong accountability, responsiveness, and follow-through on commitments - Ability to proactively identify priorities and anticipate needs - Comfortable working in a fully remote environment Requirements - Required Tool Experience: - Canva (to a professional, publishable design standard) - Social media scheduling and content management platforms - AI productivity tools (e.g. ChatGPT, Claude, or similar assistants and automations) - Google Workspace (Docs, Sheets, Drive, Gmail, Calendar, Chat) - Asana or similar project management tools - Wix website platform Nice To Have - Experience building or automating AI-assisted workflows (not just using chatbots) - Experience working with Australian organizations or international teams - Experience supporting education programs, training organizations, or community initiatives - Experience with email marketing platforms (e.g. Mailchimp) and newsletters - A portfolio or examples of previous marketing, design, presentation, or content work Work Arrangement & Expectations This is a remote role that will be set up as an independent contractor engagement. To ensure alignment and transparency, successful candidates will be expected to: - Disclose any existing ongoing roles or client work - Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”) - Have reliable internet access, technology and backup options

Title: Executive Assistant Location: Oak Bluffs United States Job Description: Job Summary Summary Specializes in providing administrative and secretarial support to executives or chairs (e.g., heads of divisions, departments, or administrative units). Responsibilities may include coordination and scheduling, correspondence and presentation preparation, and travel arrangements. Requires highly proficient/advanced administrative skills. Does this position require Patient Care? No Essential Functions -Perform secretarial and administrative duties for an executive or chief. -Manage schedule, arrange appointments, travel, meetings including coordinating documents, refreshments and resources, and conference calls. -Prepares correspondence, meeting minutes or executive summaries. -Maintains files and office supplies, budget records, reconciles and verifies expenses, and completes reimbursements. -Work requires some analysis and use of initiative and independent judgment. -Remain knowledgeable of corporate policy. -Often called upon to interpret and communicate executive or board's intent to other employees. -Perform payroll functions for executive team. -Assists other administrative/executive assistants, and may assist with orientation and training of staff. -May make contacts of a sensitive, complex, and confidential nature. -Completes routine tasks under minimal supervision. Qualifications Education High School Diploma or Equivalent required and Associate's Degree Related Field of Study preferred Can this role accept experience in lieu of a degree? No Licenses and Credentials Experience experience as an Administrative Assistant to Executive or Chair or Senior Leader 3-5 years required Knowledge, Skills and Abilities - Requires highly proficient/advanced administrative skills and office applications skills. - Ability to proofread and edit written documents. - Ability to manage more complex phone calls, and give more detailed information, solving more complex issues as appropriate. - Highly proficient in all communication skills (phone, verbal and written). - Ability to handle sensitive information and situations with poise and professionalism. - Strong organizational, coordination and judgment skills. - Ability to prioritize effectively. - Ability to problem solve and troubleshoot. - Ability to analyze a situation and determine best course of action within established guidelines. - Basic math knowledge with some knowledge of bookkeeping. - Advanced understanding and use of medical terminology and comprehension of billing and fiscal information. - Ability to demonstrate good leadership skills in a team environment, including ability to provide guidance, orient, train and assist other administrative staff. Additional Job Details (if applicable) Remote Type Hybrid Work Location One Hospital Road Scheduled Weekly Hours 40 Employee Type Regular Work Shift Day (United States of America) Pay Range $22.22 - $31.71/Hourly Grade 5 At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.

• Manage executive calendars, scheduling, and meeting coordination • Organize and maintain email inboxes and Outlook folders • Track action items, deadlines, and executive priorities • Prepare agendas, reports, presentations, and meeting materials • Coordinate travel arrangements and logistics • Support leadership meetings, all-hands meetings, and team initiatives • Assist with Salesforce reporting, audits, and task management • Gather, review, and synthesize information from multiple platforms, including Salesforce, Microsoft Teams, Otter.ai, Plaud.ai, and other AI-powered tools • Create executive summaries, reports, presentations, and follow-up communications • Coordinate projects and ensure timely follow-through across teams • Conduct research and compile information to support executive decision-making • Assist with onboarding coordination and administrative support for new team members • Maintain accurate records, documentation, and organizational systems

• Provide executive support to the President and serve as the primary point of contact for internal and external requests. • Complete a broad variety of tasks for the President including managing an extremely active calendar, expense reports, and detailed travel plans. • Work closely with the president to keep him well informed of upcoming commitments and responsibilities. • Act as a 'gatekeeper' and 'gateway' for the President's time. • Prepare or finalize content for leadership team meetings and summarize discussions.