Executive Administrative Assistant

Western MA•Chicopee, MA

2d•Onsite

About The Position

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.

Requirements

Three years of administrative experience required
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

Nice To Haves

Bachelor’s degree preferred

Responsibilities

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