Executive Assistant- Hybrid - #254383

About NORD

The National Organization for Rare Disorders (NORD) is the leading independent nonprofit organization representing all patients and families affected by rare diseases. Come join our team and be part of the transformation and acceleration of research, and the development of evidence-based policy, care support and awareness campaigns to improve the lives of the 30 million Americans impacted by rare diseases. We offer a competitive compensation and benefits package along with a collaborative work atmosphere, opportunities for career growth and development, and flexible telecommuting options. Learn more at www.rarediseases.org.

Position Summary

NORD is seeking a highly organized Executive Assistant to support the Chief Executive Officer (CEO) and Chief Strategy & Operations Officer (CSOO). This role is critical in managing daily priorities, coordinating calendars, and ensuring smooth communication and logistics across the executive team. In addition to executive support, this individual will oversee administrative operations at our Massachusetts office, which supports a small hybrid staff.

The ideal candidate has experience supporting C-level executives, is proactive, detail-oriented, technologically proficient, and able to handle confidential information with discretion.

This is a hybrid role with flexible remote work, but the Executive Assistant must be available to work on-site 2 days per week, and as needed for projects and in-person meetings.

Essential Duties And Responsibilities

Executive Support

• Manage complex calendars and schedule internal and external meetings for the CEO and CSOO
• Coordinate travel arrangements and process expense reports
• Anticipate scheduling conflicts and prepare daily briefings as needed
• Support planning and follow-up for meetings, including drafting agendas, taking minutes, and tracking action items
  
  

Office Operations (MA)

• Serve as the primary administrative point of contact for the MA office
• Open and distribute mail weekly; maintain inventory of office supplies
• Liaise with building management to address facility needs
• Greet visitors and manage the MA office phone line
  
  

Board and Leadership Support

• Schedule meetings and conference calls for the Board of Directors
• Prepare and distribute meeting agendas, materials, and other documentation
• Maintain accurate records of Board membership and contact information
  
  

Special Projects and Communications

• Draft polished documents, presentations, and reports for internal and external use
• Support cross-functional projects, team coordination, and process improvements
• Provide administrative assistance to other team members as needed
  
  

Education/Experience

Performs other duties and functions as assigned

• Bachelor’s degree or equivalent experience in business administration or related field
• Minimum of 5 years of experience in an executive support role, supporting C-level leadership
• Strong track record of managing calendars, meetings, and administrative logistics
• Experience in office coordination or facilities support is a plus
  
  

Knowledge, Skills And Abilities

• Strong alignment with NORD’s mission and values
• High level of discretion and professional integrity when handling sensitive information
• Advanced proficiency with technology, including Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint)
• Outstanding organizational and time management skills, with an ability to multitask and prioritize effectively
• Strong written and verbal communication skills; able to interact with colleagues and stakeholders at all levels
• Solutions-oriented mindset and a collaborative, team-first attitude
• Self-starter who thrives in a hybrid work environment and adapts well to evolving priorities
  
  

Working Conditions

This position may be hybrid or fully onsite to our Quincy/South Shore, MA office.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.

NORD is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.