Executive Assistant – Nonprofit Office & Events

West Springfield Office
425 Union Street
West Springfield, MA 01089, USA

West Springfield Office
425 Union Street
West Springfield, MA 01089, USA

Ascentria Care Alliance employees and volunteers take pride in the impact they have on the people they serve. It’s more than just a job, it’s an opportunity our employees have to care for and share in the lives of people who greatly need and appreciate their presence. Ascentria Care Alliance focuses on every child, elder, disabled person, refugee, endangered teen or teenage mom in order to build stronger communities one person at a time.

This is an excellent opportunity to enhance the operations of a $75m non-profit social services organization with programs throughout New England.

Job Summary:

The Administrative Assistant will exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Administrative Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Roles and Responsibilities:

Office Administration:

• Greet clients/suppliers/visitors to the organization in a professional and friendly manner

• Answer general phone line and direct callers as appropriate

• In the absence of the Office Manager, the Admin Assistant will:
o Triage property management issues as appropriate.
o Ensure office security procedures are maintained including locking and unlocking door at beginning and end of work day
o Sort incoming mail and prepare outgoing mail
o Coordinate the maintenance of office equipment as needed
o Maintain conference room schedules
o Order office supplies as needed
Executive Support

• Completes a broad variety of administrative tasks for executives including: managing calendars, completing expense reports, arranging travel plans, itineraries, meeting agendas and prepare meeting minutes.

• Communicates on behalf of executives and others on a variety of company matters.

• Researches, prioritizes and follows up on incoming issues and concerns including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

• Ensures that various administrative tasks are performed in an effective, efficient, and timely manner, including copying, reviewing mail and email, drafting correspondence, screening telephone calls as needed, and maintaining files as needed.

• Organizing programs, events, meetings or conferences by arranging facilities and caterers, issuing information or invitations, and coordinating speakers.

• Prepares meeting agenda and related materials and attends meetings to take and prepare minutes.

• Periodically assists other administrative staff in completing time-sensitive projects.

• Assists in reviewing and coordinating contract approvals.

• Performs other duties as assigned.

Qualifications:

• Bachelor’s degree preferred.

• 3+ years’ experience in an Administrative Assistant, preferably in a non-profit organization.

• Detailed knowledge of MS Office (Outlook, Word, Excel, and PowerPoint).

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

• Excellent interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.

• Strong written and verbal communication skills.

• Demonstrated ability to coordinate projects to ensure timelines are met.

• Commitment to working together collaboratively with administrative staff.

• Demonstrated proactive approaches to problem-solving with strong decision making capability.

• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer / client service and response.
Travel:

• Requires limited travel to other Ascentria sites (10%).

Physical Demands:
The physical demands described here are representative of those that must be…