Executive Assistant to the Gloucester Main Street Organizations

Position Summary:

The Executive Assistant will work closely with the Executive Director, Marketing Manager, board members, and other key stakeholders, providing vital administrative and operational support. This role involves handling office operations, project coordination, event planning, grant writing, and stakeholder engagement. We seek a proactive, entrepreneurial individual who thrives in a fast-paced and dynamic environment, takes initiative, and is a partner in driving Gloucester Main Street’s mission forward.

Organizational Overview:

Gloucester Main Street is a collaboration of three nonprofits. The organizations include: the Main Street Preservation Trust (MSPT), the Gloucester Main Street Association (GMSA), and the Gloucester Community Loan Fund (GCLF), which preserve and enhance historic downtown Gloucester by supporting small local businesses, promoting economic growth, and fostering community engagement.

• Mission: To promote and preserve the history, economy, arts, culture, and social vitality of downtown Gloucester.

• Vision: To create a beautiful, vibrant downtown that serves as the heart of the community, welcoming residents and visitors alike while supporting local businesses.

Key Responsibilities:

• Administrative and Office Management:

Manage the Executive Director’s calendar, schedule meetings, prepare meeting preparations, prepare briefs, and coordinate appointments. Handle day-to-day office tasks, including emails, phone calls, necessary errands, and visitor inquiries. Maintain records, filing systems, and databases for contracts, invoices, and reports. Support communications efforts with a detail-orientated perspective, including proofreading, creating and editing documents, and writing correspondences. Oversee data collection and tracking of volunteer hours, small business changes, and project timelines.

• Event and Project Coordination:

Assist in planning and executing 6 annual events and 3 educational workshops, including Trick or Treat on Main Street, the Holiday Open House, and Daffodil Festival Beer Garden. Track project progress, coordinate volunteer efforts, and ensure deadlines are met. Support ongoing initiatives like grant programs and partnerships with local organizations.

• Grant Writing and Administration:

Assist with researching, drafting, and submitting grant applications. Track grant deadlines and reporting, ensuring compliance. Maintain records of grant applications and awards.

• Community Engagement and Business Support:

Act as a point of contact for Main Street businesses, helping them access resources and promoting their success. Engage with local partners to support downtown revitalization efforts.

• Board and Meeting Support:

Prepare materials for board meetings, including agendas, minutes, presentations, and reports. Manage meeting logistics and help plan leadership meetings and retreats.

Qualifications:

• High school diploma or equivalent; experience in administrative support.

• Strong communication, organizational, and problem-solving skills.

• Detail orientated and efficient

• Ability to multitask, work independently and collaboratively, and manage confidential information.

• Proficiency in Google Workspace

• Previous experience in grant writing, project coordination, or event planning is a plus.

• A passion for community development and supporting local businesses.

• Positive "can do" attitude with energy to match.

Work Environment:

This is an on-site position at the Main Street Office in Gloucester, VA with occasional site work on Main Street. Our office hours are Monday - Friday from 9:00 am - 5:00 pm. Occasional evening or weekend work is required for special events.

How to Apply:

Interested candidates should submit a resume, cover letter, and three professional references to director@gloucestermainstreet.com. Applications will be reviewed on a rolling basis until the position is filled.

Location: Main Street Preservation Trust - Gloucester, VA

Reports to: Executive Director

Job Type: Full-time

Pay: $37,440.00 - $41,600.00 per year

Benefits:

• Health insurance
• Paid time off
• Professional development assistance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Experience:

• Project coordination: 1 year (Required)
• Grant writing: 1 year (Preferred)

Work Location: In person

Salary : $37,440 - $41,600