Administrative Assistant to the Council on Aging

Job Overview

The Town of New Salem seeks qualified applicants for the position of Administrative Assistant to the Council on Aging (COA). This is a temporary, grant-funded, hybrid position for an initial term that runs until June 30th, 2027, working 16-19 hours per week at $21.00 per hour. Continuation of the position beyond the initial term may be possible, contingent upon the availability of grant funding and the operational needs of the Council on Aging.

Position Summary

Under the direction of the Council on Aging Chair or designee, the Administrative Assistant provides administrative, technical, and program support to the Council on Aging. Responsibilities include coordinating programs and events, maintaining records and communications, assisting with grant research and applications, supporting outreach initiatives, and providing administrative assistance to expand services for New Salem's older adults.

This position is hybrid, combining remote administrative work with required in-person attendance at Council on Aging programs, meetings, events, and other activities.

Essential Duties

• Provide administrative support to the Council on Aging.
• Coordinate monthly senior luncheons, foot clinics, day trips, educational programs, and special events.
• Maintain participant registrations, attendance records, calendars, and program files.
• Develop and maintain electronic databases, including the Council on Aging senior email list.
• Prepare correspondence, meeting materials, newsletters, flyers, reports, and other communications.
• Assist with updating the Town website and Council on Aging social media and electronic communications.
• Coordinate outreach and communications with seniors, volunteers, partner organizations, and service providers.
• Support the Council's "Need Help" initiative by tracking requests, maintaining confidential records, and coordinating referrals.
• Research grant opportunities and assist with preparing grant applications, supporting documentation, grant reporting, and compliance requirements.
• Work collaboratively with the Council on Aging, Town Coordinator, volunteers, and community partners to identify funding opportunities and enhance services for older adults.
• Perform related duties as assigned.

Minimum Qualifications

• High school diploma or equivalent; associate degree or relevant administrative experience preferred.
• Demonstrated proficiency with Microsoft Office, Google Suite, email systems, spreadsheets, databases, and internet-based applications.
• Strong computer and technology skills with the ability to quickly learn new software and digital tools.
• Excellent written, verbal, organizational, and customer service skills.
• Ability to maintain accurate records, manage multiple priorities, and work independently.
• Ability to maintain confidentiality and exercise sound judgment.
• Access to stable and consistent internet connection for work from home.

Preferred Qualifications

• Experience working with older adults, volunteers, nonprofit organizations, or municipal government.
• Experience with website updates, social media, email marketing platforms, or database management.
• Experience with grant research, grant writing, or grant administration.
• Experience coordinating community programs or events.

Working Conditions

Work is performed in both office and remote settings. Regular attendance at Council on Aging programs, meetings, and community events is required. Occasional evening or weekend hours may be necessary.

Physical Requirements

Ability to perform the essential functions of the position, including occasional lifting of materials up to 20 pounds and assisting with program setup and breakdown.

Application Information

Interested candidates should submit a cover letter, résumé, and three professional references to:

Emily HillTown CoordinatorTown of New Salem24 South Main StreetNew Salem, MA 01355Email:

Applications will be accepted until the position is filled. Priority consideration will be given to applications received by [insert date].

This is a temporary, grant-funded position and does not create an expectation of continued employment. Continuation of the position beyond the initial nine-month term is contingent upon the availability of grant funding and the operational needs of the Council on Aging.

The Town of New Salem is an Equal Opportunity Employer.

Pay: $21.00 per hour

Benefits:

• Flexible schedule

Work Location: Hybrid remote in New Salem, MA 01355

Salary : $21