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Housman Learning · 1 month ago

Executive Assistant & Personal Aide to the Founder & CEO

Greater Boston

Full-time

Hybrid

Mid, Senior Level

$80K/yr - $90K/yr

5+ years exp

Housman Learning is an evidence-based emotional intelligence and early childhood development organization focused on co-regulation, emotional competence, and mental health from birth. We are seeking a highly trusted, detail-obsessed Executive & Personal Assistant to serve as the right hand to our Founder and CEO, Dr. Donna Housman, ensuring that her time and energy are focused on high-impact work and building strong relationships with partners and educators.

Professional Training & Coaching

Hiring Manager

Jonathan Sommer

Responsibilities

Own Donna’s calendar end-to-end, including internal meetings, external engagements, speaking events, and personal appointments

Prioritize and re-prioritize time based on strategic importance and energy demands

Protect focus time and build buffers between demanding meetings; flag when schedule or load may be too high and impair her best work

Prepare concise briefing materials for every meeting: who’s who, organization, relationship history, goals, and key talking points

Draft, edit, and polish presentation decks using existing Housman content and Donna’s input; adapt decks by audience (educators, policymakers, funders, conference attendees)

When present at meetings/events, provide Donna with context (names, roles, prior discussions, personal details) via notes or quiet prompts, in a professional, seamless, and non-disruptive way

Capture action items and commitments after meetings and coordinate with internal teams to ensure follow-through

Build and maintain a simple 'relationship intelligence' system for Donna’s key contacts: last touchpoints, what was discussed, commitments made, and helpful personal details

Ensure Donna always has a one-page snapshot (digital or printed) before significant calls and meetings

Triage and respond to scheduling-related email and messages on Donna’s behalf, maintaining a warm, professional tone that reflects her voice and Housman Learning’s values

Filter and prioritize requests for Donna’s time in line with organizational goals and existing commitments

Coordinate all logistics for Donna’s travel (domestic and international), including flights, lodging, ground transport, itineraries, and contingencies

Provide on-site or virtual support for key trips, conferences, and events

Support selected personal responsibilities that directly affect Donna’s bandwidth and effectiveness (e.g., scheduling personal appointments, gifts, special occasions, household vendor coordination)

Maintain strict confidentiality and discretion at all times

Maintain and update Donna’s professional social media presence on LinkedIn, Instagram, and TikTok, in alignment with Housman Learning’s brand and communications guidelines

Post about Donna’s appearances, talks, and events, including 'impact shots' and behind-the-scenes moments that highlight her thought leadership and the organization’s mission

Coordinate with internal marketing/communications staff to ensure consistent messaging, appropriate tagging, and content reuse across platforms

Partner with operations, sales, and program teams to ensure Donna is set up for success in key strategic conversations

Track priorities and deadlines that require Donna’s input or decisions and keep them visible and actionable

Maintain clean, accessible systems for calendars, contacts, documents, decks, and follow-ups

Continuously improve processes to streamline Donna’s workflow and reduce friction

Qualification

C-level executive supportCalendar managementTravel coordinationPresentation designSocial media managementWritten communicationVerbal communicationProactive mindsetEmotional intelligenceOrganizational skillsDetail-oriented

Required

5+ years supporting a C-level executive, founder, or similarly high-intensity leader (education / nonprofit / mission-driven a plus)

Proven success with complex calendar and travel management, meeting preparation, and follow-through

Strong presentation design skills in PowerPoint; able to structure a narrative and make concepts clear and compelling

Excellent written and verbal communication skills; can adopt and reflect another person's voice

Experience managing professional social media accounts (especially LinkedIn; Instagram/TikTok a plus) with an eye for brand, tone, and appropriateness

Comfortable with productivity tools (Microsoft 365, Zoom, Zoho, Asana, and other CRM and/or project management tools)

Genuinely enjoys being the person behind the scenes who makes everything work

High emotional intelligence; able to read the room and know when to step in and when to stay invisible

Calm under pressure; brings steadiness to fast-changing days

Deeply discreet and trustworthy; comfortable handling sensitive personal and professional information

Anticipatory, proactive, and highly organized; you build systems naturally

Flexible and adaptable; comfortable with early mornings, evenings, or occasional weekends when required by Donna's schedule (with reasonable time-off balance)

Detail-oriented with a high bar for quality and follow-through