Job Description

Apply for our Assistant, Boston Office role.



About Ceres

Ceres is a sustainability nonprofit organization leading the most influential investors and companies to build leadership and drive solutions throughout the economy. Through our powerful networks and advocacy, we tackle the world’s biggest sustainability challenges, including climate change, water scarcity and pollution, and human rights abuses.


For more information about Ceres, please visit our website (


Here at Ceres, we value integrity, equity, belonging, compassion, and respect. We demonstrate those values through how we communicate and collaborate with our colleagues and external partners; and embody them in our decision making and advocacy efforts to create a more just and sustainable future.

About the Role

The Boston Office Assistant supports the work of Ceres’ Development and People & Diversity teams. The Assistant will process and acknowledge gifts, conduct routine database maintenance, execute mailings, manage event invites and registration, and handle in-person logistics for events. The Assistant also supports the Boston Office including overseeing catering for in-office meals, mail distribution, servicing as point of contact for the facilities, interacting with vendors, and managing office supplies.

This full-time role reports to the Senior Manager, Board and President's Council Relations. This is an in-office position Monday – Thursday (9am-5pm ET) at Ceres’ Boston office at 99 Chauncy St, Boston MA and remote on Fridays unless there is a need to be in-office.


Specific duties include but are not limited to:



Development Team Operations Support (50%)

• Provide administrative support to the Development Department. Tasks include processing individual and family foundation gifts, reviewing mailed donations and notifying Development staff, maintaining up-to-date donor records in Salesforce, sending acknowledgment letters and other stewardship materials to donors in coordination with relationship managers, and reconciling gift data with the Finance Department monthly.
• Support tasks associated with Ceres’ annual fund appeal cycle including organizing donor and event attendee data for development events and responding to routine questions from donors and external constituents.

Reception and Boston Office Administration (35%)

• Process outgoing mail and manage incoming mail distribution. Ensure checks are distributed to lock box.
• Oversee catering for in-office meals (breakfast and lunch), manage grocery orders and ensure general cleanliness and upkeep of kitchen equipment.
• Plan activities during staff retreats and other team and organization-wide gatherings.
• Serve as point of contact for Ceres Boston office, ensuring a professional and supportive office presence.
• Serve as point of contact for building facilities, managing office openings/closures, maintaining operations manual, handling building notices & related communications.
• Serve as point of contact for facility maintenance scheduling (security system, fire inspection, appliances, etc.) and maintain safety/evacuation plans.
• Vendor contract support (cleaning, compost, shredding, etc.) point of contact for scheduling, service requests, etc.
• Ensure monthly bills related to Boston office are processed in a timely and efficient manner.
• Ensure that files are stored, tracked, and secured accordingly and manage any associated file retrieval.
• Maintain office supplies for the Boston office including being responsible for regular towel/laundry pick up/drop off.
• Maintain operations manual.
• Other tasks as assigned.

Events Support (15%)

• Support event logistics as needed for the Development and People & Diversity Departments. Tasks include printing and shipping supplies, production and assembly of event collateral, and support for event logistics such as event invitations, guest registration, catering, transportation, and on-site staffing needs.

Qualifications

• Bachelor’s degree or commensurate experience required.
• Minimum of one (1) year of full-time related experience required; administrative experience preferred.
• Excellent interpersonal skills, sound judgment, sensitivity to diverse constituencies, and strong initiative and motivation.
• Ability to evaluate workload and prioritize projects to meet deadlines.
• Strong organization skills with attention to detail.
• Successful record of working on and successfully completing multiple projects and ability to thrive in a fast-paced environment.
• Ability to make independent decisions and demonstrate a proactive approach to problem solving.
• Proficient with Microsoft Office suite (Word, Excel, PowerPoint), and other database applications.
• Interest and willingness to be trained on specific applications necessary for work: (e.g., Bizzabo, iWave).
• Experience working with Salesforce or other CRM systems is a plus.
• Ability to communicate clearly and effectively both in person and in written communications.
• Ability to work well both independently and collaboratively within a team setting.
• Passionate about environmental or sustainability issues with interest in working in a mission-driven nonprofit environment.
• Interest in being part of a diverse workforce and willingness to support Ceres’ Commitment to Inclusion and Equity.
• Willingness to travel as needed.

Compensation and Benefits

The hiring salary is $45,000 – $53,400 with competitive benefits (Pay Grade 11). Ceres offers fantastic benefits including opportunities for hybrid and remote work; 82% or 85% (depending on your coverage election) employer paid health insurance and 90% employer paid dental insurance; a 403(b) retirement plan with a generous match that starts on day one; generous allowances for commuter and work from home expenses; flexible spending accounts to set aside money on a pre-tax basis for eligible expenses; 10 holidays, generous vacation, and additional paid time off including week-long summer and winter breaks, summer Fridays, and sick, personal, and parental leave.



Ceres Culture
Everyone has a role to play in the movement towards a more just and sustainable world.


At Ceres, we are committed to intentionally and carefully curating, engaging, and retaining a diverse and inclusive workforce. We endeavor to create a supportive environment that sparks innovation, fosters respect, and allows Ceres employees, in all roles at all levels, to come together equally to be fulfilled, successful, and to thrive.


Ceres is committed to diversity, equity, and inclusion. We strongly encourage applications from all qualified candidates, and we do not discriminate based on race, color, national origin, age, religion, marital status, gender, sexual orientation, gender identity, gender expression, military or veteran status, disability, or any factors prohibited by applicable law.


If you have questions related to the above statement or need a reasonable accommodation under the Americans with Disabilities Act (ADA), please contact our ADA Coordinator at ADArequest@ceres.org. Please note, this email address is for ADA inquiries only.



To Apply

We encourage all applicants to review our website to familiarize themselves with Ceres before applying: Please submit a resume and cover letter through our online application. Professional references may be requested during the selection process. Existing work authorization is required at the time of application submission as Ceres is unable to sponsor any visa work sponsorship for this position.

Job Tags

Remote job, Holiday work, Full time, Contract work, Summer work, Summer holiday, Work from home, Flexible hours,

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