Executive Assistant Job Greenfield area,Massachusetts USA,Administrative/Clerical

Position: Executive Assistant (37.5 hours/week; $27.80-$29.51)

Description

DEPARTMENT:
Administration

POSITION TITLE:

Executive Assistant

LOCATION:

393 Main Street, Greenfield (onsite position)

STATUS:
Non-Exempt

SUPERVISOR:
Executive Director

POSITION SUMMARY

The Executive Assistant delivers high-level administrative and operational support to the Executive Director and the broader Executive Team and plays a lead role in coordinating Board of Director's meetings and related activities. The Executive Assistant supports the efficiency and effectiveness of the Executive Team, and represents organizational leadership, acting as a key point of contact for board members, community partners, staff, donors, and community members.

Success in this role requires professionalism, sound judgment and exceptional discretion, outstanding organizational skills, and a genuine commitment to CAPV’s mission.

ESSENTIAL RESPONSIBILITIES Executive Support (to the Executive Director and Executive Team):

Manage the Executive Director’s calendar; provide scheduling support to other members of the Executive Team as needed.

Draft, edit, and prepare correspondence, communications, presentations, reports, and materials on behalf of the Executive Director and members of the Executive Team.

Ensure documents move smoothly and on time through the approval process – including new and renewed grants – by securing the necessary signatures and tracking them on behalf of the Executive Director.

Screen and prioritize phone calls, emails, and other inquiries.

Support standing internal meetings (e.g. Executive Team, Operations, and Leadership Team meetings), including assisting with setting agendas, taking notes, and following up on action items.

Provide project management support for the Executive Team’s projects and initiatives, tracking deadlines, deliverables, and next steps. May serve as project lead on assigned initiatives.

Provide assistance with various ongoing and seasonal executive team priorities including audit preparation; office moves and signage; donor tracking and acknowledgement; inventory and tracking of communications materials; HR-related materials and events, and program or operations support.

Research and prepare materials on topics of interest to the Executive Director and Executive Team.

Interact with external partners and Community Action leadership on behalf of the Executive Director and Executive Team.

Coordinate travel itineraries, flights, hotel accommodations, and other travel needs for the Executive Director and Executive Team.

Maintains strictest confidentiality.

Board of Directors Support:

Own the coordination and logistics of Board of Directors meetings and committee meetings. Set up and break down the meeting room, set up technology, coordinate food order and delivery, , and ensure everything needed is in place for a successful, engaging meeting. Draft the annual calendar, send invitations, prepare and distribute materials, ensure a quorum is met, and take and distribute meeting minutes.

Serve as the key staff point of contact for Board member needs.

Own EOHLC compliance for the Board of Directors – ensuring all EOHLC deadlines and requirements are met, maintaining the EOHLC online system, and coordinating with the appropriate staff contacts – with guidance available from the Director of Development & Planning as needed.

Coordinate the election of community representatives, consistent with agency by-laws and EOHLC regulations, ensuring board practices uphold EOHLC standards.

Ensure that all Board documents are kept up to date and accessible in both internal and Board-facing SharePoint sections.

Maintain a current list of Board membership and terms, maintain required data about Board members (e.g., demographics required by funders), and ensure all public and internal rosters…