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Executive Support Coordinator

2 months ago

Greenfield, Massachusetts, United States Masis Professional Group Full time
Job Description

Masis Professional Group is seeking a highly skilled and organized Executive Assistant to join our team. As a key member of our organization, you will provide administrative support to our Executive Director and contribute to the success of our mission.

Key Responsibilities:

  • Calendar Management: Oversee the Executive Director's calendar, schedule meetings, and coordinate public presentations, ensuring alignment with other key stakeholders.
  • Contract Coordination: Facilitate the Executive Director's review and approval process for contracts, including grants, vendor agreements, memoranda of understanding, and other critical documents.
  • Policies & Procedures: Develop, update, and maintain company policies and procedures to ensure consistency and compliance.
  • Administrative Support: Assist the Executive Director with various administrative tasks related to ongoing projects, including communication, information gathering, and research. Collaborate with staff and the Board as needed.
  • Email & Electronic Communications: Manage and organize the Executive Director's electronic communications to ensure efficient and timely responses.
  • Filing System Management: Oversee the company's filing systems, including creating naming protocols, eliminating file duplication, managing both private and staff-wide files, and digitizing older documents through scanning and uploading.
  • Meeting Coordination: Provide administrative support for monthly in-person staff meetings, including agenda preparation and distribution of relevant communications.
  • Board of Trustees Support: Assist the Board by maintaining the master annual calendar, preparing and distributing quarterly Board packets, managing Board files, organizing quarterly Board meetings, documenting votes and action items, and scheduling and supporting Committee meetings (including Finance, Governance, Strategic Planning, and Executive Committees).
  • Organizational Systems Management: Recommend and implement improvements to internal systems, communications, and processes to enhance clarity, efficiency, and overall effectiveness for staff and Board members.

Requirements:

  • Executive Support Experience: Proven experience in providing executive support, including managing various administrative tasks (e.g., mail, software, scheduling, diplomacy, and customer service) and supporting diverse staff and Board members.
  • Tech Savvy: Ability to develop efficient processes and quickly troubleshoot technology or software-related issues.
  • Commitment to DEI: A demonstrated commitment to promoting diversity, equity, and inclusion, and fostering a culture of belonging in the workplace.
  • Organizational Skills: Exceptional organizational skills with a strong attention to detail.