Executive Administrative Assistant

Mental Health Association - Western MA; Chicopee (MA); On-site; USD 30,307 - 33,062; Full time

Benefits offered by this job

Health Care Plan (Medical, Dental & Vision)

Retirement Plan (403B, IRA)

Paid Time Off (Vacation, Sick & Public Holidays)

Family Leave (Maternity, Paternity)

Long Term Disability

Job summary

Mental Health Association - Western MA is seeking an Executive Administrative Assistant to provide high-level administrative support to the President & CEO and COO. This role involves managing complex calendars, facilitating communication, and serving as a liaison to the Board of Directors.

The ideal candidate should have three years of administrative experience, strong communication skills, and be proficient in Microsoft 365.

Benefits include healthcare, retirement plans, paid time off, and family leave.

Qualifications

• Three years of administrative experience required.
• Demonstrated ability to take initiative and exercise independent judgment.
• Visual acuity to written and computer screen data.

Responsibilities

• Manage complex calendars for the CEO and COO.
• Prepare reports, presentations, and correspondence.
• Serve as liaison to the Board of Directors.

Skills

Strong verbal and written communication skills

Excellent computer skills (Microsoft 365)

Ability to work independently

Attention to detail

Professionalism and decorum

Education

Bachelor’s degree (preferred)

Job description

The Executive Administrative Assistant provides high-level administrative and operational support to the President & CEO and Chief Operating Officer. This role serves as a strategic partner to executive leadership ensuring alignment of priorities, coordination across the leadership team, and effective agency-wide communication.

Schedule

Full-time, 40 hours per week, Mon - Fri 9am - 5pm

Pay Range

$22 - $24 per hour

Key Responsibilities

Executive & Leadership Support

• Manage complex calendars for the CEO and COO
• Coordinate leadership meetings and priorities
• Prepare reports, presentations, and correspondence
• Coordinate travel, expenses, and logistics

Leadership Team Coordination

• Attend Senior Leadership meetings and record minutes. Follow up with members of the Senior Leadership team to obtain signatures when necessary
• Track key initiatives and action items
• Facilitate cross-functional communication across divisions and departments
• Work with leadership on special projects

Agency Wide Communication

• Manage communication flow from leadership to staff
• Draft organizational updates and announcements
• Ensure consistent messaging across the agency

Board and Governance Support

• Serve as liaison to the Board of Directors
• Prepare agendas, materials and minutes
• Coordinate Board and committee meetings

Project & Administrative Management

• 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 to produce finished work ready for distribution within prescribed deadlines
• Assist Director of Operations with the maintenance of copiers/printers by ordering toner, scheduling maintenance calls and troubleshooting machine errors when possible

Miscellaneous

• Engage in continuous learning and development. Attend various workshops and training designed to enhance skills in areas such as supervision and computer competency.
• Perform various other administrative duties. Act as backup receptionist when needed. Respond to inquiries from employees, outside agencies, and clients.
• Maintain a safe workplace environment by identifying and addressing any safety hazards/issues, reporting all employee accidents to Human Resources and consumer accidents to supervisors, and following established MHA safety policies and procedures.
• Perform other similar or related duties as directed

Qualifications

• Three years of administrative experience required
• Bachelor’s degree preferred
• Strong verbal and written communication skills
• Must possess and demonstrate excellent computer skills and be capable of working independently in Microsoft 365
• Demonstrated ability to take initiative and exercise independent judgment
• Ability to research and evaluate data and develop sound conclusions and recommendations
• Visual acuity to written and computer screen data, attention to detail and manual coordination and dexterity in the operation of office equipment
• Ability to work well with all levels of internal management and staff as well as outside clients and vendors
• Must possess qualities such as professionalism, decorum, ability to maintain confidentiality and use discretion

Benefits

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