Masis Professional Group is excited to offer a new position as an Executive Assistant to an established Non-Profit in the area. This is a competitive salary that aligns with the Western Massachusetts market. Their organization provides a comprehensive benefits package, including medical, dental, and vision coverage, ample paid time off, and a retirement plan with up to a 3% employer match. At the company, we are dedicated to protecting and restoring clean water and healthy habitats in one of the largest rivers and its watershed community.
Location:
The Executive Assistant will primarily work in person at our Greenfield, MA office, with occasional opportunities for hybrid work. Applicants must be able to travel within the Connecticut River watershed and be available for occasional evening and weekend hours.
Primary Responsibilities for Executive Assistant:
- Calendar Management: Oversee the Executive Director's (ED) calendar, schedule meetings, and coordinate public presentations, ensuring alignment with other key stakeholders.
- Contract Coordination: Facilitate the ED's review and approval process for contracts, including grants, vendor agreements, memoranda of understanding, and other critical documents.
- Policies & Procedures: Develop, update, and maintain company policies and procedures to ensure consistency and compliance.
- Administrative Support: Assist the ED with various administrative tasks related to ongoing projects, including communication, information gathering, and research. Collaborate with staff and the Board as needed.
- Email & Electronic Communications: Manage and organize the ED's electronic communications to ensure efficient and timely responses.
- Filing System Management: Oversee the company's filing systems, including creating naming protocols, eliminating file duplication, managing both private and staff-wide files, and digitizing older documents through scanning and uploading.
- Meeting Coordination: Provide administrative support for monthly in-person staff meetings, including agenda preparation and distribution of relevant communications.
- Board of Trustees Support: Assist the Board by maintaining the master annual calendar, preparing and distributing quarterly Board packets, managing Board files, organizing quarterly Board meetings, documenting votes and action items, and scheduling and supporting Committee meetings (including Finance, Governance, Strategic Planning, and Executive Committees).
- Organizational Systems Management: Recommend and implement improvements to internal systems, communications, and processes to enhance clarity, efficiency, and overall effectiveness for staff and Board members.
Qualifications for Executive Assistant:
- Executive Support Experience: Proven experience in providing executive support, including managing various administrative tasks (e.g., mail, software, scheduling, diplomacy, and customer service) and supporting diverse staff and Board members.
- Tech Savvy: Ability to develop efficient processes and quickly troubleshoot technology or software-related issues.
- Commitment to DEI: A demonstrated commitment to promoting diversity, equity, and inclusion, and fostering a culture of belonging in the workplace.
- Organizational Skills: Exceptional organizational skills with a strong attention to detail.
- Preferred Experience: While not required, experience with contracts, project management, HR, event facilitation, non-profit work, or environmental conservation is a plus.
Don't wait, send in a resume TODAY for consideration.