Executive Assistant, Office of Culture & Community

We are seeking a highly organized, proactive, and collaborative Executive Assistant to become the operational backbone of our dynamic Office of Culture and Community. This role blends executive administrative excellence with program coordination and community management, overseeing the logistics, systems, and communications that keep our affinity groups and team initiatives running smoothly. The ideal candidate is a master of detail, a clear communicator, and a logistics enthusiast who is passionate about contributing to the community at Broad through a connected workplace. You will be a key partner in helping us bring our vision for culture and community to life.

About the Team

Our Culture and Community team is dedicated to helping groups navigate the challenges of working across disciplines, locations, and perspectives. By fostering collaboration, trust, and shared responsibility, we create meaningful connections and spaces where different ideas come together-sparking innovation and stronger teamwork. Focusing on fairness, growth, and supporting one another, we're shaping a forward-thinking model that cultivates a strong sense of community and purpose while driving real, measurable impact.

Key Responsibilities

Administrative & Organizational Support

• Manage and maintain complex calendars for team leadership, resolving scheduling conflicts and prioritizing with minimal oversight.

• Coordinate internal and external meetings, including preparing agendas, taking meeting notes, and tracking action items.

• Manage team communications, including monitoring inboxes, drafting correspondence, and acting as a professional first point of contact for the office.

• Organize and maintain the team's digital files and resources using Google Drive, ensuring information is logical and accessible.

• Process expense reports, manage purchase orders, and assist with tracking the team budget.

Event Coordination & Logistics

• Provide end-to-end logistical support for all team-led events, workshops, and initiatives (virtual, hybrid, and in-person).

• Coordinate event details such as venue booking, A/V requirements, catering, and vendor management.

• Manage guest lists, track RSVPs, and handle attendee communications.

• Prepare and organize event materials, presentations, and supplies.

• Provide on-site or virtual support during events to ensure smooth execution.

Team & Project Support

• Utilize Google Workspace (Docs, Sheets, Slides) to create, format, and collaborate on documents, spreadsheets, and presentations.

• Assist with special projects as needed, supporting the team's broader goals of fostering connection and belonging.

• Build strong relationships with internal stakeholders and cross-functional partners to help facilitate team initiatives.

OCC Liaison for Affinity Groups:

• Provide scheduling, event support, communications, and budget facilitation for affinity groups.

• Coordinate with the People Development office to ensure consistent communication and recognition across all Broad affinity groups (including but not limited to community-based groups).

• Triage requests, policy questions, and concerns from affinity group members, ensuring timely connection to HR, Legal, Communications, or Facilities as needed.

• Assist in the onboarding of new affinity group leadership.

• Vet new affinity group proposals in conjunction with the CCO.

• Oversee and review expense reports, collaborating with the Finance team to secure annual budgets.

• Create and regularly update the Affinity Group toolkit and other reference materials for affinity group members.

• Serve as the primary steward of affinity group governance, ensuring alignment with institutional policies, guidelines, and OCC standards."

• Assist with occasional promotional materials for groups, including intranet announcements, calendar updates, and Slack posts.

• Advocate on behalf of affinity groups for logistical requests. Manage and plan annual events for affinity groups, including but not limited to:

  • Recruitment fairs

  • Information sessions

  • Social events

  • Bi-monthly trainings

  • As-needed community update meetings

Qualifications & Skills

Required:

• At least 5 years of experience in an administrative, coordination, or executive support role.

• Deep knowledge of Google Suite (calendar, gmail, docs, sheets, slides, forms)is essential.

• A proven ability to manage multiple priorities, projects, and deadlines in a fast-paced environment with meticulous attention to detail.

• Excellent written and verbal communication. Ability to communicate clearly, professionally, and thoughtfully with diverse audiences.

• Demonstrated experience managing logistics for meetings, workshops, or events

• A "can-do" attitude with strong problem-solving skills and the ability to anticipate needs and work independently.

• Ability to handle confidential information with sensitivity and integrity.

• A passion for teamwork and supporting others, with an alignment to the mission of the Culture and Community team.

• BA strongly recommended.

Preferred:

• Experience supporting an HR, People, or Culture-focused team.

• Experience in a high-growth or tech environment.

• Familiarity with project management tools (e.g., Asana, Trello) and virtual collaboration tools (e.g., Slack, Zoom).