Position Title: Executive Assistant (Full-Time)
POSITION SUMMARY
BAIN, Inc. Center for Independent Living is seeking a highly organized, professional, and dedicated Executive Assistant to provide direct support to the Executive Director. This unique and impactful role focuses on both traditional administrative duties and specialized operational support, ensuring seamless workflow and efficiency. The ideal candidate will be deeply committed to BAIN’s mission of fostering inclusion, promoting accessibility, and empowering individuals with disabilities to live independently.
ESSENTIAL DUTIES & RESPONSIBILITIES
Executive & Administrative Support
● Serve as the primary assistant to the Executive Director, managing priorities, deadlines, and communications.
● Maintain and coordinate complex calendars, appointments, and meetings. ● Prepare, proofread, and send professional correspondence including letters, reports, and internal memos.
● Answer and return calls, accurately document messages, and summarize key points. ● Maintain organized digital and physical filing systems for easy retrieval. ● Handle confidential information with integrity and discretion.
Accessibility & Technical Assistance
● Ensure that all documents and materials are accessible and compatible with assistive technologies.
● Assist in creating accessible formats of reports, forms, and presentations. ● Provide clear and descriptive information during meetings or events as needed.
● Assist with technology setup, video conferencing, and troubleshooting for the Executive Director.
Board of Directors Support & Governance
● Provide administrative and logistical support to the BAIN Board of Directors.
● Prepare and distribute accessible board meeting agendas, packets, and supporting materials.
● Attend board meetings and accurately record meeting minutes for review and approval by the Board Secretary.
● Track board action items, votes, and follow-up tasks.
● Send board meeting notices, reminders, and follow-up communications.
● Maintain and organize the shared digital Board of Directors folder, ensuring materials are current and accessible.
● Support compliance with board documentation requirements and retention schedules.
Meeting & Event Coordination
● Prepare accessible detailed agendas, accurate minutes, and supporting materials for board, committee, and staff meetings.
● Coordinate logistics for both in-person and virtual meetings, including community and outreach events.
● Maintain current contact lists and communication directories for board members and community partners.
● Assist with planning, preparation, and follow-up for community events, trainings, outreach activities, and board meetings.
Communication & Outreach
● Draft and assist in creating newsletters, social-media posts, and outreach communications.
● Assist with basic social media and communications support as assigned. ● Serve as a liaison between the Executive Director, staff, board, and external partners.
● Support the promotion of BAIN programs and initiatives through professional communication.
Other Duties as Assigned
● Support independent living programs and administrative operations as needed. ● Contribute to projects that promote accessibility, inclusion, and community engagement.
● Provide general administrative and operational support as assigned. ● Assist with special projects that advance accessibility, inclusion, and organizational effectiveness.
● Support organizational compliance, documentation, and reporting as needed.
REQUIRED QUALIFICATIONS
• Relevant education or equivalent experience
• Strong communication and organizational skills
• Commitment to disability inclusion and independent living values
WORK ENVIRONMENT
Primarily office-based role. Reasonable accommodations provided.
FUNDING CONTINGENCY STATEMENT
This position is contingent upon the availability and continuation of grant, contract, or other funding sources. Continuation of employment or contract is dependent on satisfactory performance and continued funding.
EQUAL OPPORTUNITY STATEMENT
BAIN, Inc. Center for Independent Living is an equal opportunity employer and strongly encourages qualified individuals with disabilities to apply.
TO APPLY