Goverance Assistant

Massachusetts Teacher Association•Quincy, MA

12h

About The Position

The Massachusetts Teachers Association (MTA) represents over 117,000 members and nearly 400 locals across the state and employs a full-time staff of over 170. Our members are public school teachers, faculty, professional staff, and education support professionals working at public schools, colleges, and universities. As a member-driven organization and the largest union in New England, our collective power makes MTA an influential voice for educators, students, and their communities. We are proud to be an advocate for social, racial, and economic justice and for a public education system that provides one of the cornerstones of a democratic society. Major Responsibilities: The Governance Assistant serves as the primary administrative support for the Governance Division, including the Director of Governance, Board of Directors (BOD) and Executive Committee (EC), as well as the President/Vice President and local affiliate leaders as needed. This position supports the Governance Division for 80% of the time and the Finance & Accounting Division for the remaining 20% of the standard work week.

Requirements

College degree, or equivalent experience, strongly preferred.
A minimum of five years of recent administrative support experience reporting to an executive-level professional in a lead role.
Demonstrated ability to work independently across the team, with minimal oversight.
Excellent written, verbal communication and proofreading skills
Strong MS office skills.
Demonstrated experience working with a range of databases, including Salesforce.
Ability to manage a diverse workload, handle multiple tasks simultaneously, with high accuracy, and be responsive to deadlines.
Exceptional interpersonal skills, strong attention to detail, superior organization skills and a high-level of dependability.
Required to work outside of standard business hours, including nights and weekends.
Ability to work under pressure, with a variety of managerial work styles and communicate with members, colleagues and the public with confidence.
A valid driver’s license and access to a car is required for frequent travel to offsite meeting locations. including some air travel.

Responsibilities

Support Leadership and MTA governing bodies to implement the work of the Governance Division.
Assist the division director, leadership and staff, in the planning, promotion and evaluation of governance meetings, including Board, Executive Committee, Annual Meeting of Delegates, and various membership and presidents’ meetings.
Using various technology and tools, implements and maintains systems for disseminating information to governing bodies, members and staff for Governance and Finance and Administration.
Provide diversified administrative support to Governance and Finance & Administration.
Provides backup to the Governance Specialist.
Perform other duties, as needed for Governance and Finance & Administration.
Works as part of a team with Governance staff to support the governance bodies of the Association.
Edits and prepares documents and conducts internet research for Director relating to past governing bodies’ actions, policies and history of policies, and other research as needed.
Maintains confidentiality of all files and information.
Maintains familiarity with organizational and division activities and procedures.
Disseminates information and materials in accordance with established policies and procedures.
Sets up Board and Executive Committee agenda notebooks for President, Vice President, EDT, and Director of Governance.
Compiles email lists for communication and sends undeliverable addresses to staff for updating.
Supports all BOD and EC meetings, takes notes and produces minutes.
Prepares BOD and EC agendas; uploads agendas and supporting documents to appropriate portal.
Maintains accurate records for all Board/EC meetings, and other records for offsite storage when needed.
Coordinates and supports New Board Orientation.
Coordinates onboarding and offboarding logistics for new Board Directors and Executive Committee Members.
Reviews meeting minutes with Executive Director-Treasurer (EDT) within two weeks of meeting.
Prepares and distributes Board and EC Actions Taken. Updates BOD/EC directories and maintains historic records. Coordinates with Governance Specialist to ensure BOD/EC term records are maintained correctly in NEA360 and other enterprise databases, and coded properly for all BOD, EC, and Committees.
Liaise with MTA Print Shop and graphic designer, as needed.
Answers and directs incoming calls to the appropriate staff.
Participate as Committee staff assistant to the New Presidents’ Academy and NEA Convention Plannings.
Assists in coordinating All Presidents and Regional Presidents meetings.
Provides administrative support at all Presidents’ and Regional Presidents’ meetings, as needed.
Prepares ads and donations for Director’s approval and arrange payment.
Track President’s projects account and national conference account and prepares payables for the Director’s approval.
Proofreads materials for the Division.
Coordinates participation of members attendance at NEA Foundation event.
Attends the Annual Meeting and takes minutes.
Works with Director on logistics and materials for Annual Meeting.
Prepare materials for stage and head table at Annual Meeting and other areas, as needed.
Disseminates annual notices for the MTA Friend of Education Award and the MTA Friend of Labor Award.
Work with other Divisions on all non-delegate registration.
Record monthly benefit time used for non-unit personnel in F & A.
Support division meeting activity.
Support Finance and Membership training activities for members.
Pick up and distribute incoming mail and go to external mail services to send outgoing mail.
Scan mail and sort to their respective folders (e.g. bank statements, insurance policies) for division records.
Monitor and manage kitchen supply inventory and maintain kitchen supplies on 8th and 9th floors.
Assist with scanning invoices to manage a high volume of past vendor invoices for digital records.