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Executive Support & Events Manager

Foster America

Dorchester, massachusetts


Job Details

Full-time

3/19/2024


Full Job Description

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WHO WE ARE

Foster America is transforming the way our nation supports families. Together with communities and local governments, we’re creating a just, equitable alternative to today’s child welfare system – so parents and children stay together with access to the resources they need to thrive. We:

Drive Innovation: We are designing solutions alongside our nation’s boldest governments and communities. Together, we demonstrate that bolstering support for families is an effective alternative to referring them for a child welfare investigation that may lead to the separation of families.


Catalyze Changemakers: We’re building a network of people with the imagination – and determination – to transform the child welfare system. We nurture and connect leaders, growing their skills and amplifying our collective impact.

Spread and Scale Knowledge: We share what works, so more families and more organizations in more places have the support they need. Our workshops and training allow child welfare practitioners, community leaders, and those who have experienced the foster care system firsthand to learn from our team and one another. 


To learn more about Foster America, please visit https://www.foster-america.org/  

The Opportunity

Foster America seeks a dedicated, experienced Executive Support & Events Manager to advance our mission. This highly organized, detail-oriented leader will support our Executive Director, executive team, and Board of Directors. In this integral role, the Executive Support & Events Manager will ensure effective operations within the executive office, coordinate schedules and meetings, and oversee logistical details for external events and convenings. Ideal for someone who loves to collaborate, excels in a dynamic environment, values service and discretion, and is committed to our mission.

Requirements

  • Executive Support: Provide comprehensive support to the Executive Director and team, maintaining calendars, arranging travel, preparing documents and managing correspondence.
    • Provide comprehensive administrative support to the Executive Director and executive team to facilitate the achievement of priority goals.
    • Maintain the Executive Director’s active calendar by scheduling meetings, drafting correspondence, and arranging travel efficiently.

  • Event Planning: Oversee logistics for board meetings, retreats, and national/regional events, including venue selection, agenda development, and vendor contracts.
    • Coordinate all logistics for board meetings, including scheduling, material preparation, and meticulous minute-keeping.
    • Utilize systems and software to maintain organized records, facilitate expense reporting, manage deadlines, and keep documentation.
    • Organize and oversee logistics for a diverse range of organizational meetings and external convenings, ensuring seamless execution and exceptional hospitality.
    • Select optimal venues, develop agendas, collaborate with travel partners, and contract with external vendors to ensure the successful delivery of engaging events.
    • Exercise utmost discretion and rigor in handling confidential documents, essential governance materials, and executive communications.
    • Manage our physical goods, event materials, and promotional items by maintaining our Dorchester-based storage space and shipping items to/from our meetings and convenings as requested.

  • Documentation and Reporting: Handle confidential documents with discretion, prepare reports and presentations, and keep meticulous records.
    • Assist in the creation of reports, presentations, and slide decks for executive and board meetings, ensuring accuracy and professionalism.
    • Support the executive team in project management and the execution of strategic initiatives, contributing to successful implementation.

  • Project Management: Support strategic initiatives and manage special projects with flexibility and a problem-solving approach.

FIRST YEAR SUCCESS IN THIS ROLE

You will:

Support our Executive Director:

  • Plan approximately three trips monthly, preparing comprehensive itineraries and materials, and completing timely expense reporting
  • Organize, prioritize, and – when appropriate – draft responses to all correspondence 
  • Maintain a prioritized task list, ensuring nothing falls through the cracks
  • Manage work independently to complete projects on schedule 

Plan logistics for an in-person board meeting, all-team retreat, two national convenings, and several regional events.

  • Work effectively with external travel partners
  • Select hotels, flights, and venues
  • Plan and deliver touches of hospitality that make our events memorable and impactful

Create organizational efficiency and promote positive organizational culture:

  • Maintain updated contact records
  • Coordinate virtual staff birthday celebrations
  • Prepare slides and talking points for team meetings 

Support the full executive team and the Foster America governing Board:

  • Maintain official records
  • Prepare advance materials
  • Record minutes at quarterly meetings

QUALIFICATIONS

The ideal candidate for the Executive Support & Events Manager position should possess a combination of skills, experience, and qualities to excel in this role. Key qualifications include:

Experience: Previous experience in a similar role and/or a proven track record of successfully managing events and providing executive-level support. A degree in administration, hospitality/events management, communications, or related fields is helpful, but not required.

Organizational Skills: Exceptional organizational abilities to manage multiple tasks simultaneously, prioritize effectively, and meet deadlines in a fast-paced environment. Meticulous attention to detail in all aspects of work, including scheduling, record-keeping, document preparation, and event coordination, ensuring accuracy and quality in every task.

Communication Skills: Demonstrated written and verbal communication skills with the ability to interact professionally and confidently with stakeholders at all levels, including executives, board members, staff, and external partners. Skills for slide deck design and creation are not required but would be valued in the leading candidate.

Collaborative Problem-solving: Proactive skills to anticipate and resolve logistical challenges, adapt to changing circumstances, and find creative solutions to ensure success. Effectiveness in building trust, working with others, and advancing connections in a remote environment to understand and solve problems together.

Technical Proficiency: Proficiency in relevant software and systems for calendar management, document organization, expense reporting, and presentation creation, including Google Workspace, Expensify, Salesforce, or similar tools.

Passion for Mission: Alignment with the mission and values of the organization with a genuine passion for making a positive impact in the lives of children, families, and communities.

REPORTING

This role will report to the Executive Director and will work closely with the five-member Executive Team and the larger Development and Communications team. The Executive Support & Events Manager will also work closely with external contractors who support meetings and convenings.

Benefits

Salary is commensurate with experience in the range of $87,875 - $96,500. Foster America offers a comprehensive benefits package, including medical insurance, paid vacation, paid parental leave, paid holidays, commuter benefits, participation in a retirement plan, paid sick time, and professional development opportunities. See our detailed benefits package here.

This is a remote position located in Boston, requiring in-person management of materials and correspondence at our Boston-based headquarters several times monthly. The job requires prolonged periods sitting at a desk and working on a computer. This role may include up to 20% travel.

START DATE

This role begins on May 15, 2024.

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