Executive Assistant Office Manager

Location: On-site at 664 Merrimack St, Lowell, MA 01854

Job Type: Full Time, Salaried

Salary: USD $55,000 – $65,000 / year, commensurate with experience

Job Summary

The Executive Assistant and Office Manager gives executive-level administrative support to the Executive Director and runs MVHP’s day-to-day office operations. This key role keeps the office running smoothly, keeps communication clear, coordinates work across the organization, and supports staff, leadership and the Board of Directors. This person is also the welcoming first point of contact for the clients and visitors who come through our doors.

The right candidate is professional, discreet, reliable and resourceful, with sound judgment and the initiative to anticipate needs before they come up.

• Serve as the first point of contact for MVHP, greeting walk-in clients and visitors with professionalism and warmth
• Answer the main phone line, route calls and take messages
• Respond to general inquiries about MVHP programs and direct clients to the right staff member
• Manage incoming and outgoing mail and deliveries
• Maintain a clean, welcoming reception area

• Manage the Executive Director’s calendar, appointments and scheduling priorities
• Coordinate meetings, conference calls, Board meetings and organizational events
• Prepare correspondence, reports, meeting agendas, presentations and supporting documents
• Record and distribute meeting minutes
• Maintain confidential records and sensitive organizational information
• Support special projects identified by the Executive Director

• Oversee daily office operations and administrative procedures
• Manage office supplies, equipment, vendors and facility needs
• Maintain office filing systems and organizational records
• Coordinate administrative workflows and office processes

• Coordinate logistics for Board of Directors and committee meetings
• Prepare Board packets and supporting materials
• Maintain official organizational and Board records
• Track follow-up on Board and leadership action items

• Provide administrative support to MVHP program staff
• Assist with scheduling, reports, document preparation, workshops and agency activities
• Support organizational recordkeeping and data management

• Coordinate logistics for workshops, community events, fundraisers, Board meetings and agency functions
• Manage registrations, event materials, vendors and event preparation
• Support post-event reporting and follow-up

MVHP’s communications, including social media content that promotes our home ownership programs, workshops, events and fundraising, as well as website updates, e-newsletters and outreach.

Perform other duties as assigned by the Executive Director.

• 2–3+ years of experience in executive support, office management or a similar administrative role, or an equivalent combination of education and experience
• Exceptional organizational and time-management skills, with the ability to juggle competing priorities
• Excellent verbal and written communication skills
• Discretion and the ability to handle confidential information
• Proficiency in Microsoft 365 (Outlook, Word, Excel and Teams)
• Comfort working independently and taking initiative
• A warm, professional, client-focused presence

Don’t meet every qualification? We encourage you to apply anyway. We value transferable skills and know great candidates come from many backgrounds.

• Experience supporting a nonprofit Board of Directors
• Social media management and content creation skills (Canva experience a plus)
• Experience with…