What are the responsibilities and job description for the Executive Administrative Assistant position at Mental Health Association - Western MA?
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 hourKey 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
- 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
- Health Care Plan (Medical, Dental & Vision)
- Retirement Plan (403B, IRA)
- Paid Time Off (Vacation, Sick & Public Holidays)
- Family Leave (Maternity, Paternity)
- Long Term Disability
Salary : $22 - $24