Executive Administrative Assistant

OVERVIEW:

The Part-Time Executive Administrative Assistant provides administrative, operational, and office support to the Executive Office and serves as a key resource during in-office days. This role assists with Board and stakeholder engagement activities, database maintenance, and office operations while providing backup support for the Executive Administrator as needed.

The ideal candidate is highly organized, detail-oriented, customer-service focused, and comfortable managing multiple priorities in a fast-paced environment.

AREAS OF RESPONSIBILITY:

Executive & Meeting Support:

· Provide administrative support to the Executive Office, including scheduling, meeting coordination, and preparation of materials.

· Support Board meetings and executive stakeholder meetings through setup, guest reception, onsite assistance, and post-meeting breakdown.

· Track action items and assist with follow-up communications as assigned.

Office Operations & Administrative Support:

· Perform a variety of administrative and office-based tasks to support daily operations.

· Assist with document management, filing, correspondence, and general office organization.

· Support special projects and departmental initiatives as needed.

· Serve as a professional point of contact for visitors, guests, and stakeholders.

Database Management & Executive Coverage Support

· Maintain accurate records through data entry and database updates.

· Utilize project management and collaboration tools to support workflow tracking and task coordination.

· Provide backup support for the Executive Administrator during planned and unplanned absences, helping ensure continuity of Executive Office operations.

· Support onsite office coverage on Mondays and Tuesdays and other times as needed.

QUALIFICATIONS

· 1+ years of administrative, office support, customer service, or related experience preferred.

· Strong organizational skills, attention to detail, and ability to manage multiple tasks.

· Effective written and verbal communication skills.

· Proficiency with Microsoft Outlook and other standard office software.

· Experience with data entry and maintaining accurate records.

· Ability to handle confidential information professionally and discreetly.

· Availability to work onsite on Mondays and Tuesdays, with occasional additional coverage as needed.

· Experience with CRM databases (such as Tessitura) and project management tools (such as Asana) is a plus but not required.

JOB CONDITIONS:

The position is part-time, non-exempt. Regular business hours are Monday to Friday, with occasional evening and weekend work with seasonal high-volume periods. Administrative work is currently hybrid/remote, with this position committing one (1) to two (2) in-person days during high-volume periods as discussed with the supervisor. On-site work may be required for BLO performances and events in Boston and across the greater Boston area (both during the week and/or on weekends). Candidates must live in the greater Boston Area and be able to commute to Boston’s Fort Point neighborhood.

BLO values diversity and is committed to creating an inclusive environment for all employees. All qualified candidates will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran’s status or any other protected category. BLO is an equal opportunity employer.