Executive Assistant

BASIC FUNCTION:

The Executive Assistant provides comprehensive support to the Chief Executive Officer (CEO), C-Suite and the senior leadership team as appropriate. They participate in ensuring our clients and partners are welcomed into the organization with respect, dignity, and compassion. Duties include managing the calendars of the CEO and C-Suite, scheduling meetings, taking minutes at meetings, preparing letters and other correspondence, and assisting with special projects. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. They are the primary point of contact for internal and external stakeholders, requiring exceptional organizational, communication, and discretion skills to ensure the CEO’s smooth operation and effective decision-making.

The Executive Assistant also serves as a liaison to the Board of Directors and senior management teams. They must be creative and excel in troubleshooting with excellent objective assessment abilities. They will have the competence to exercise good judgment in a multitude of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant uses discretion and effectiveness in dealing with all employees, Board members, customers, and the public, maintaining complete confidentiality and always protecting sensitive information while projecting professionalism in appearance, demeanor, and reliability at all times.

Central Massachusetts Housing Alliance is an Equal Opportunity Employer.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provides sophisticated calendar management for the CEO and C-Suite members. Prioritizes inquiries and requests while troubleshooting conflicts; makes judgments and recommendations to ensure smooth day-to-day engagements.
• Acts as a liaison and provides support to the Board of Directors. Arranges and handles all logistics for Board meetings and events; schedules meetings; drafts agenda; develops, compiles, and distributes presentation materials; and records meeting minutes. Adheres to compliance with applicable rules and regulations set forth in the Bylaws regarding Board matters.
• Attends meetings outside of normal business hours.
• Manages the agency strategic plan keeping all responsible parties on target; prepares updated reports for CEO, senior leadership, and for board meetings. Provides assistance to CEO and other senior management team members as needed for task completion.
• Completes a broad variety of administrative tasks to facilitate the CEO’s ability to effectively lead CMHA, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; and completing expense and mileage reports.
• Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential and critical nature. Prioritizes and determines appropriate course of action, referral, or response, exercising judgment to reflect the CEO’s style and organization policy.
• Works closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a barometer, having a sense for the issues taking place in the environment and keeping the CEO updated. Anticipates the CEO’s needs in advance of meetings, conferences, etc.
• Coordinates all senior management team meetings and retreats.
• Answers phone calls for the CEO and C-Suite members and routes to appropriate senior management.
• Works with the senior management team to coordinate the CEO’s outreach activities. Follows up on contacts made by the CEO to cultivate ongoing relationships.
• Coordinates complex travel arrangements for CEO and C-Suite members.
• Provides hospitality to all guests and helps create a welcoming environment. Ensures the team is responsive and compassionate to the public.
• Maintains official agency documents with complete and accurate records; maintains sensitive information with complete confidentiality.
• Other duties as deemed necessary by the CEO.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job and may be updated from time to time.

QUALIFICATIONS and ESSENTIAL ABILITIES:

• Bachelor’s degree preferred. Experience can be substituted for a degree.
• Three to five years’ Executive Assistant to the CEO experience including senior leadership executives and board members in a nonprofit setting.
• Ability to maintain a high level of integrity and discretion in handling confidential information; excellent judgment is essential.
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• Excellent verbal and written communication skills.
• Exceptional organizational skills with impeccable attention to detail.
• Ability to work independently and to prioritize completion of a high volume of tasks and projects with little or no guidance working in a fast-paced, multi-faceted environment.
• High degree of professionalism in dealing with a variety of stakeholders including employees, clients, funders, and community stakeholders.
• Bi-lingual English/Spanish preferred.

Job Type: Full-time

Pay: $33.66 - $36.06 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Commute:

• Worcester, MA 01609 (Preferred)

Ability to Relocate:

• Worcester, MA 01609: Relocate before starting work (Required)

Work Location: In person

Salary : $34 - $36