Executive Operations Coordinator

ServiceNet•Northampton, MA

2d•$65,000 - $75,000

About The Position

Reporting to the Senior Vice President, Chief Administrative and Legal Officer (CALO), the Executive Operations Coordinator provides high-level, confidential administrative support to the CALO and functions under the CALO’s leadership, including legal affairs, labor relations, risk management, facilities and real estate, communications, and fund development. The coordinator manages the CALO’s calendar and correspondence, tracks regulatory and compliance deadlines, and serves as a professional point of contact for ServiceNet leaders and external partners. The role also supports special projects and strategic initiatives led or sponsored by the CALO, helping plan, coordinate, and track work that advances the agency’s priorities. Exceptional discretion, organization, and judgment are required.

Requirements

Associate’s degree required.
At least 3 years of executive-level administrative support experience in a human services, legal, healthcare, or nonprofit organization.
Advanced proficiency in Microsoft 365 applications.
Proven project management support experience.
Excellent written and verbal communication skills.
Meet all requirements for business-related travel, including having reliable personal transportation available for all work hours, a valid license, and an acceptable driving record.
Pass comprehensive background and work history reference checks.

Nice To Haves

Bachelor’s degree in business administration, legal studies, or a related field.
Experience supporting legal contract management, human resources, or labor relations functions.
Experience supporting special projects and strategic planning initiatives.

Responsibilities

Manage the CALO’s calendar, scheduling, priorities, and deadlines.
Manage contacts and communications.
Draft, proofread, and format documents, memoranda, reports, and presentations.
Prepare meeting agendas and related materials, and record notes and action items for the CALO, cross-functional working groups, and project teams.
Process expenses, invoices, checks, and purchase orders for related departments.
Perform budget reconciliations.
Coordinate with other Executive Assistants and the Chief of Staff on executive team meetings and organization-wide events.
Support the planning and tracking of special projects.
Conduct research and prepare informative briefing materials for the CALO and executive team.
Maintain project documentation and identify risks, delays, and dependencies.
Schedule labor relations meetings and hearings, and prepare materials.
Serve as a contact for facilities and real estate inquiries and maintenance requests.
Assist with internal communications, including announcements, newsletters, and online postings.