MASCO Services, a subsidiary of Longwood Collective, Inc., is seeking an experienced, dedicated and professional Senior Staff Assistant to join our finance team. The Longwood Collective is a non-profit organization dedicated to enhancing Boston’s Longwood Medical and Academic Area for the benefit of those who live, work, or receive care here. The Longwood Collective and its affiliates offer a wide range of services to these member institutions, including area planning, parking, transit, childcare, emergency preparedness, and telecommunications.
Longwood Collective, Inc. values an inclusive work environment that celebrates the diversity represented by our employees and member institutions. Candidates passionate about this role with diverse backgrounds and experiences are encouraged to apply. Longwood Collective is proud to be an equal-opportunity employer.
Position Summary
The Senior Staff Assistant will provide comprehensive administrative support to the Chief Financial Officer (CFO), managing their calendar, coordinating meetings, handling confidential financial documents, preparing reports, and acting as a primary point of contact for internal and external stakeholders. The ideal candidate will have exceptional organizational skills, discretion, and proficiency in Microsoft Office Suite to effectively manage the CFO's daily operations.
Essential Responsibilities
General Responsibilities
Required Qualifications
This role provides support for a senior position which makes the following qualifications essential.
Compensation and Benefits:
Longwood Collective, Inc. values an inclusive work environment that celebrates the diversity represented by our employees and member institutions. Candidates passionate about this role with diverse backgrounds and experiences are encouraged to apply. Longwood Collective is proud to be an equal-opportunity employer.
Position Summary
The Senior Staff Assistant will provide comprehensive administrative support to the Chief Financial Officer (CFO), managing their calendar, coordinating meetings, handling confidential financial documents, preparing reports, and acting as a primary point of contact for internal and external stakeholders. The ideal candidate will have exceptional organizational skills, discretion, and proficiency in Microsoft Office Suite to effectively manage the CFO's daily operations.
Essential Responsibilities
- Schedule and coordinate multiple staff, committee, and vendor meetings.
- Maintain CFO’s Outlook calendar and schedule.
- Provide meeting preparation by ensuring the CFO has appropriate materials for meetings. Create agendas, distribute materials to participants, take meeting minutes, and follow-up on action items, as needed.
- Prepare PowerPoint presentations and other materials. Manage version control and multiple edits of meeting materials, often under tight timelines. Strong PowerPoint skills are required.
- Develop and maintain positive relationships with member contacts.
- Maintain paper and online filing system for CFO including files for the Longwood Collective and its subsidiaries. Maintain electronic libraries which contain meeting materials for Finance and Investment Committees. Produce required materials with accuracy.
- Develop and maintain documentation for instructions on annual compliance related to tax filing and other reporting matters.
- Participate in company administrative shared functions such as filling in as needed with front desk and mail room support.
- Work with insurance companies and vendors to ensure that certificates of insurance are up-to-date and reflect the contractually required coverage.
- Complete various monthly reports, expense reconciliations, and research projects.
General Responsibilities
- Plan and execute all details of company-wide events including budget management, vendor selection, communications, logistics, entertainment, etc. These include both social events such as holiday parties and on/off-site professional meetings.
- Perform other duties and special projects as assigned.
Required Qualifications
- Bachelor’s degree preferred.
- Minimum three years of office-based administrative work experience.
- Strong proficiency in Microsoft Office software applications, including Excel, Word, PowerPoint and Outlook. Knowledge of and ability to use social media platforms.
- Expertise in conducting Zoom meetings and supporting others in their use.
- Numerical aptitude and comfort level with maintaining spreadsheets.
This role provides support for a senior position which makes the following qualifications essential.
- Excellent verbal and written communication skills.
- Professional customer service and interpersonal style; ability to work independently with a diverse range of people including senior level c-suite staff at member organizations.
- Ability to organize and prioritize tasks to completion in a fast-paced environment while ensuring a strong attention to detail.
- Ability and willingness to proactively research and/or solve issues.
- Ability to work on several unrelated tasks at the same time. Ability to work under the pressure of tight deadlines with an eye for detail.
- Exhibit a ‘can-do’ attitude and flexible work style approach.
- Ability and willingness to maintain confidentiality.
Compensation and Benefits:
- Medical, dental, and vision coverage
- Monthly MBTA or offsite parking subsidy
- Three weeks of paid time off and a hybrid work schedule
- Tuition reimbursement/ professional development
- 401(k) plan with generous employer contribution
This is a full time position