Please review the details for the position before applying for the opening. If you are an internal
employee, please apply through the internal portal on Workday. You should have your completed resume/cv and cover letter ready to
upload. You should upload both documents on the third page (the required section is named resume/cv – this is also where you should upload
your cover letter). These documents should either be in a PDF format (.pdf) or a Word document (.doc) format.
The Assistant to the Executive Director (AED) supports the Executive Director (ED) of the Wellesley Centers for Women
(WCW), in diverse administrative duties of considerable functional scope. The ideal individual will have the ability to exercise good
judgment in a variety of situations and will possess strong written and verbal communication, administrative, and organizational skills. The
AED will be tech-savvy and comfortable learning new technologies.
The ability to maintain a realistic balance among multiple
priorities is imperative. The Assistant to the Executive Director must be able to work under pressure at times to handle a wide variety of
activities and confidential matters with discretion. The Assistant to the Executive Director must be creative and enjoy working within an
environment that is mission-driven, results- driven, and community oriented.
The Assistant to the Executive Director provides meeting
support and research assistance to the ED; manages WCW’s constituent database; organizes logistics for WCW events, conferences, meetings,
and special programs; supports the Council of Advisors; corresponds with and is the first contact for constituents; and works closely with
the Chief of Staff in support of the goals and priorities of the ED and WCW.
Primary Position Responsibilities
Manage scheduling and travel logistics for the Executive Director, as well as processing the ED’s expense reports and
corresponding on behalf of the ED. Manage a complex calendar, including scheduling, prioritization, and coordination of meetings. In
addition, the AED will support the ED in meeting preparation, research, and materials.
The Assistant to the
Executive Director is also the first point of contact for WCW phone lines and email accounts, responding to and forwarding constituent
messages in a timely manner. Manages visitors as requested.
Manage WCW’s constituent relationship management system, Raiser’s
Edge, including accurate data entry, query, importing and exporting, and reporting. Work with the Chief of Staff to document, maintain, and
proactively improve procedures for effective and accurate coding of constituent information. Train staff and students on the use of the
database as needed.
Ensure accurate gift accounting between the Wellesley College Development Office system, Affinaquest, and
Raiser’s Edge. Coordinate with the Development Office staff as needed. Prepare special acknowledgment letters on behalf of the ED as
Coordinate event planning, scheduling, logistics, and some programming for WCW meetings, events, and special programs
Conduct library and internet research for the ED, including but not limited to procuring books from the library,
finding articles on specific topics of interest to the ED, conducting background research on organizations and individuals, finding history
on WCW, and conducting research to support meeting preparation for the ED as requested.
Provide support for WCW institutional
mailings and communications to constituents, including coordinating logistics, preparing detailed data files, managing contact lists for
digital marketing, communicating with vendors, and processing invoices.
Manage budgets for ED’s office, including accurate
accounting of expenses and monitoring of budget in Workday.
Coordinate logistics for WCW Council of Advisors (CoA) meetings,
including supporting CoA committees and task forces as requested, processing related expense reports, scheduling and travel support, and
completing and disseminating minutes and notes for all CoA and committee meetings in a timely manner.
Provide support for
WCW’s NGO Special Consultative Status at the UN, including designating official representatives, collecting information for the quadrennial
report, and organizing logistics and travel for the UN Commission on the Status of Women and related events.
official WCW Calendar ensuring the calendar is consistently updated with new information.
Other duties as assigned. Please
note, this job description is not designed to cover a comprehensive listing of activities, duties, or responsibilities that are required of
the employee for this job.
Skills and Abilities Required
Strong interpersonal skills with the ability to take initiative as well as robust
organizational, schedule management, project management, and problem-solving skills with multi-tasking abilities.
attention to detail and accuracy
Demonstrated success in financial records management
Demonstrated skill and
experience with Blackbaud Raiser’s Edge, or significant experience with similar database; Strong knowledge of database
Experience with Constant Contact or similar digital marketing platforms preferred
Ability to work
independently as well as collaboratively and exercise solid, thoughtful judgment
Excellent communication skills, both verbal
Capacity to prioritize and work with a variety of internal and external personalities, with an orientation
towards customer service.
Shows commitment to and interest in the mission of WCW.
Ability to manage up and
proactively problem solve.
Proficient in Microsoft Office and video conferencing, familiarity with or ability to learn Google
Suite, Adobe, and Workday.
Ability to coordinate remote and hybrid meetings, as well as supporting participants as
Available to work occasional nights and weekends as required to
support special events.
Wellesley College is currently piloting a flexwork plan for administrative staff that incorporates
both flexible hours and hybrid teleworking components, though all employees must live in New England.
hired after August 2, 2021 are required to upload proof of vaccination against COVID-19, subject to approved medical or religious exemptions
or disability accommodations.
Wellesley College is an Equal Opportunity Employer, and we are committed to increasing the
diversity of the college community and the curriculum. Wellesley College and all its subcontractors shall abide by the requirements of 41
CFR 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as
protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color,
religion, sex, sexual orientation, gender identity or national origin. Moreover, these regulations require that Wellesley College and all of
its subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex,
sexual orientation, gender identity, national origin, age, disability or veteran status. Candidates who believe they can contribute to that
goal are encouraged to apply.