Job Description

DEPARTMENT: Administration

POSITION TITLE: Executive Assistant

LOCATION: 393 Main Street, Greenfield (onsite position)

STATUS: Non-Exempt

SUPERVISOR: Executive Director

POSITION SUMMARY

The Executive Assistant delivers high-level administrative and operational support to the Executive Director and the broader Executive Team and plays a lead role in coordinating Board of Director's meetings and related activities. The Executive Assistant supports the efficiency and effectiveness of the Executive Team, and represents organizational leadership, acting as a key point of contact for board members, community partners, staff, donors, and community members. Success in this role requires professionalism, sound judgment and exceptional discretion, outstanding organizational skills, and a genuine commitment to CAPV’s mission.

ESSENTIAL RESPONSIBILITIES

Executive Support (to the Executive Director and Executive Team):

1. Manage the Executive Director’s calendar; provide scheduling support to other members of the Executive Team as needed.
2. Draft, edit, and prepare correspondence, communications, presentations, reports, and materials on behalf of the Executive Director and members of the Executive Team.
3. Ensure documents move smoothly and on time through the approval process – including new and renewed grants – by securing the necessary signatures and tracking them on behalf of the Executive Director.
4. Screen and prioritize phone calls, emails, and other inquiries.
5. Support standing internal meetings (e.g. Executive Team, Operations, and Leadership Team meetings), including assisting with setting agendas, taking notes, and following up on action items.
6. Provide project management support for the Executive Team’s projects and initiatives, tracking deadlines, deliverables, and next steps. May serve as project lead on assigned initiatives.
7. Provide assistance with various ongoing and seasonal executive team priorities including audit preparation; office moves and signage; donor tracking and acknowledgement; inventory and tracking of communications materials; HR-related materials and events, and program or operations support.
8. Research and prepare materials on topics of interest to the Executive Director and Executive Team.
9. Interact with external partners and Community Action leadership on behalf of the Executive Director and Executive Team.
10. Coordinate travel itineraries, flights, hotel accommodations, and other travel needs for the Executive Director and Executive Team.
11. Maintains strictest confidentiality.

Board of Directors Support:

1. Own the coordination and logistics of Board of Directors meetings and committee meetings. Set up and break down the meeting room, set up technology, coordinate food order and delivery, , and ensure everything needed is in place for a successful, engaging meeting. Draft the annual calendar, send invitations, prepare and distribute materials, ensure a quorum is met, and take and distribute meeting minutes.
2. Serve as the key staff point of contact for Board member needs.
3. Own EOHLC compliance for the Board of Directors – ensuring all EOHLC deadlines and requirements are met, maintaining the EOHLC online system, and coordinating with the appropriate staff contacts – with guidance available from the Director of Development & Planning as needed.
4. Coordinate the election of community representatives, consistent with agency by-laws and EOHLC regulations, ensuring board practices uphold EOHLC standards.
5. Ensure that all Board documents are kept up to date and accessible in both internal and Board-facing SharePoint sections.
6. Maintain a current list of Board membership and terms, maintain required data about Board members (e.g., demographics required by funders), and ensure all public and internal rosters and lists are up to date.

Administrative Operations:

1. Provide support for office equipment (printers, phones, faxes, copiers, etc.), including troubleshooting problems, providing staff training, responding to staff questions, coordinating repair requests, and performing regular machine maintenance.
2. Manage purchasing for the Executive Team, including obtaining competitive vendor quotes, making online purchases using the agency credit card, and handling in-person supply purchases; reconcile the agency credit card on a monthly basis.
3. Manage agency business card orders (semi-annually).
4. Comply with agency and funders’ paperwork requirements and procedures.
5. Provide occasional back-up phone and reception coverage.
6. Perform related work as required.

Event and Meeting Coordination:

1. Organize and coordinate internal and external meetings and events – including coordinating venues, invitations, set-up/take-down, purchasing food (if applicable), and taking and distributing minutes.
2. Organize and coordinate materials for external events, ensuring staff have easy access to up-to-date materials and supplies needed.

This does not cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities, and activities may be adjusted to meet the operational needs of the agency.

Requirements

QUALIFICATIONS/SKILLS

The ideal candidate will demonstrate the following competencies:

• Organizational and attention to detail skills.
• Adapt to changing priorities, manage multiple projects, and demonstrate close attention to details
• Initiative – a proactive problem-solver who identifies the next step forward when they hit a roadblock.
• Exceptional professional discretion and confidentiality.
• Interpersonal communication – verbal and written; in-person and phone.
• Effective external communication and writing reports,
• Conflict resolution, problem-solving, establishing priorities, navigating change
• Judgement and decision-making skills
• Project Management
• Management of compliance and regulatory requirements
• Customer Service skills; ability to engage with employees at all levels, external partners and collaborators, and board members
• Proficient computer skills (Microsoft Suite and databases)
• Work independently and collaboratively with a team. Promote equity by deconstructing barriers to a racially just system. Cultivate work environments that value truth-telling, courage, vulnerability, space to think and reflect, community-mindedness, hope, and openness to difficult conversations.

Key Knowledge and Experience:

• Knowledge of nonprofit or business administration.
• Project management experience
• Experience with data management, data capture, tracking methods and analysis for outcome measurements

To Qualify

Minimum Qualifications/Transferable Skills:

• 4 years of senior level administrative, office, and/or project management experience in a human services or business environment.
• Notary public required or ability to obtain within 6 months of employment.

We encourage individuals who believe they have the skills necessary to thrive to apply for this role. We will consider any combination of relevant work experience, volunteering, education, and transferable skills as qualifying. Please be clear and specific in application materials how your background, lived experience, and transferable skills are relevant to this position.

PHYSICAL DEMANDS AND WORKING CONDITIONS:

The physical demands and work environment described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequently required to sit, stand, walk, talk, use a keyboard, and climb stairs.
• Sitting for long periods.
• Working in an office environment.
• Some bending and stretching are required.
• Extensive use of the telephone is required.
• Manual dexterity required for use of calculator and computer keyboard.
• Occasionally required to lift and/or move 20 – 30 lbs.
• Specific vision abilities required by this job include vision, color vision, and the ability to adjust focus.
• The work environment includes indoor office environments or comparable spaces, and community spaces, with occasional exposure to outdoor weather when traveling to meeting sites. The noise level may vary.

AA/EOE/ADA

Employment is contingent upon successful completion of Criminal Offender Record check (C.O.R.I.) prior to hire and every three years and evidence of a good driving record and ability to be covered under Community Action’s non-owned and hired vehicle policy.