Executive Adminisrtrative Assistant

Executive Administrative Assistant On-site
- Administration
- Full Time

Chicopee, Massachusetts, United States

Schedule:

full‑time, 40 hours per week, Mon–Fri 9am–5pm

Pay Range: $22–$24 per hour

• Manage complex calendars for the CEO and COO.
• Coordinate leadership meetings, agendas, and priorities.
• Prepare reports, presentations, and correspondence.
• Coordinate travel, expenses, and logistics.
• Attend Senior Leadership meetings and record minutes.
• Follow up with Senior Leadership members to obtain necessary signatures.
• Track key initiatives and action items.
• Facilitate cross‑functional communication across divisions and departments.
• Work with leadership on special projects.
• Manage agency‑wide communication flow from leadership to staff.
• Draft organizational updates and announcements; ensure consistent messaging across the agency.
• Serve as liaison to the Board of Directors.
• Prepare agendas, materials, and minutes for Board and committee meetings.
• Track executive and agency‑wide projects; maintain confidential records.
• Support events and leadership initiatives; run regular reports for analysis purposes.
• Compose letters, reports, RFRs, and other materials for distribution within prescribed deadlines.
• Assist the Director of Operations with maintenance of copiers and printers (ordering toner, scheduling maintenance calls, troubleshooting machine errors).
• Engage in continuous learning and development; attend workshops and training designed to enhance supervisory and computer competency skills.
• Perform various other administrative duties and act as backup receptionist when needed.
• Respond to inquiries from employees, outside agencies, and clients.
• Maintain a safe workplace environment by identifying and addressing safety hazards; report employee and consumer accidents to Human Resources and supervisors; follow established MHA safety policies and procedures.
• Perform other similar or related duties as directed.

• Three years of administrative experience required.
• Bachelor’s degree preferred.
• Strong verbal and written communication skills.
• Excellent computer skills; capable of working independently in Microsoft 365.
• Demonstrated ability to take initiative and exercise independent judgment.
• Ability to research, evaluate data, and develop sound conclusions and recommendations.
• Visual acuity for written and computer screen data; attention to detail and manual coordination with office equipment.
• Ability to work well with all levels of internal management and staff, as well as outside clients and vendors.
• Professionalism, decorum, confidentiality, and discretion.

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (403B, IRA)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Long Term Disability