Executive Team Administrative Assistant ($23.55-$25) (25 hr/wk temporary)

Description

DEPARTMENT: Administration

POSITION TITLE: Executive Team Administrative Assistant 

LOCATION: 393 Main Street, Greenfield

STATUS: Non-Exempt

SUPERVISOR: Director of Human Resources

POSITION SUMMARY

The Administrative Assistant is responsible for the organization and coordination of administrative office operations, procedures, and resources. This position performs a wide range of administrative support activities and assist coordinating Board of Directors meetings. 

ESSENTIAL RESPONSIBILITIES

Support for the Executive Director and Executive Team: 

1. Organize meetings, projects, and events. Including: coordinating venue, set up/take down, purchasing food (if applicable), taking minutes, and distributing minutes

• Weekly Executive Team Meeting
• Operations team meeting
• Leadership team meeting

1. Coordinate the Executive Director and the Executive Teams schedules when requested. 
2. Coordinate team travel itineraries, flights, hotel accommodation, and other travel needs. 
3. Assist with audit preparations and on-site activities, as needed.
4. Secure appropriate signatures and track documents through the approval process on behalf of the Executive Director. 
5. Provide assistance and support to the executive team on various projects such as:

• Assist with Community Engagement donor database
• Assist Community Engagement team in maintaining a roster and an inventory of CAPV brochures and materials.
• Assist with internal and external staff and community engagement events
• Assist with HR with committee meeting minutes.
• Assist with Program Support 
• Assist Operations team by following up with vendors for projects/orders and the RFP process
• Assist Operations team with office moves and updating signage

1. Act as primary site contact for 155 Pleasant Street, Northampton, 119 New Athol Road, Orange, and 393 Main Street, Greenfield.
2. Provide support for all office equipment (printers, phones, faxes, copiers, etc.). Includes troubleshooting problems, providing staff training, responding to staff questions, coordinating repair requests, and performing regular machine maintenance.
3. Act as primary contact for office supply vendors. Manage and monitor inventory of agency office supplies. 
4. Make online purchases utilizing agency credit card as requested; comply with Fiscal policies and procedures.
5. Develop relationships with local vendors and obtain competitive quotes as needed for new materials.  
6. Manage agency business card orders (semi-annually).
7. Assist with processing new and renewed grants, obtaining appropriate signatures, and submitting if applicable.
8. Comply with agency and funders’ paperwork requirements and procedures 
9. Interact with external partners as well as Community Action leadership.
10. Maintains strictest confidentiality.
11. Performs related work as required.

Coordinate Board of Director meetings: 

1. Coordinate the Board of Director meetings, including sending invitations, provide the agenda and materials, and ensuring a quorum is met for each meeting.
2. Attending Board of Director meetings to set up meeting room, make arrangements for food, take minutes, and clean up meeting room.
3. Coordinate with the Director of Development & Planning to maintain EOHLC compliance requirements and update the EOHLC online system.
4. Prepare the monthly reporting for Board of Directors and Committee meetings, training. 
5. Coordinate the Community Action Board annual calendar.
6. Coordinate Board of Directors (BOD), ensuring board practices that uphold EOHLC standards Coordinate election of Hampshire & Franklin County community representatives consistent with agency by-laws and EOHLC regulations.
7. Maintain a current list of Board membership and terms and maintain required data about Board members (e.g., demographics required by funders). 

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

We invite individuals with lived experience who are part of communities that have been historically denied a full opportunity in aspects of economic, social, and civic life to apply. These communities include, but are not limited to, BIPOC, LGBTQIA2S, persons with disabilities, and persons adversely impacted by multigenerational poverty or other inequality.   

The ideal candidate will demonstrate the following competencies:   

• Interpe