Executive Assistant

Executive Assistant

Do you thrive in a fast-paced environment, consider yourself tech savvy with exceptional written and communication skill, have meticulous attention to detail and an all-hands-on-deck attitude? You might be who we are looking for as our Executive Assistant.

This is a full-time, exempt (35 hour/week) position. We offer a hybrid remote schedule and the option of a flexible 4-day work week upon completion of an introductory period. Our office is located in Malden, MA with ample free parking!

In this role you will anticipate the needs of the CEO and provide support to streamline the Executive's "world." Represent the CEO and by extension the organization impeccably to internal and external stakeholders.

With a refreshing culture that is supportive, collaborative, and encouraging of diverse perspectives and backgrounds and a satisfying balance between your work and personal life, why not join the Mystic Valley Elder Services' Team!

Working at MVES means:

• A focus on innovation with a team recognized for developing and implementing innovative programs and novel solutions
• Encouragement of your development through opportunities to get involved, use your voice, and gain new knowledge and skills
• Competitive salaries
• Tufts Medical insurance, Delta Dental and VSP Vision insurance effective 1st day of employment
• 403b Retirement Plan with agency contribution after 2 years of employment
• 3 weeks accrued Vacation time
• 3 weeks accrued Sick time
• 13 Paid Holidays
• 30 personal hours

What you'll be Responsible for:

Essential functions of the position are below. Additional duties may be assigned as required.

• Draft written materials independently and with professional quality as directed by the CEO including: letters, emails, spreadsheets, newsletters, reports, presentations, presentations, and meeting minutes.
• Provide administrative support to the CEO including, but not limited to: scheduling meetings; arranging travel plans; preparing meeting materials; screening and directing incoming calls; and attending meetings to provide clerical support.
• Partner with the CEO to keep them abreast of upcoming commitments and responsibilities, including contracts and regulatory requirements. Prioritize and manage the CEO's time - anticipating needs that may arise.
• Plan, organize and coordinate meetings or special events including: generating invitations, tracking RSVPs, reserving conference rooms, procuring food and beverages, preparing materials, and ensuring equipment set up (audio-visual equipment, projector, etc.) as necessary.
• Support the CEO's relationship to the Board of Directors by coordinating meetings, preparing and distributing board packets, drafting all meeting minutes, tracking committee assignments and term renewals, monitoring compliance with the organizations by-laws, and informing the CEO of areas requiring attention.
• Answer and direct telephone calls in a professional and courteous manner. Act as gatekeeper to the CEO.
• Edit and proofread written materials and verify the validity of data and documents.
• Conduct research and manage special projects on behalf of the CEO as appropriate.
• Liaise with key staff members on behalf of the CEO and relay business critical information.

Qualifications:

• An Associate's degree is required. Bachelor's degree is preferred.
• At least five years of executive admin support experience is required. 10 years of relevant experience in a non-profit organization is preferred.
• Proven ability to handle confidential information with integrity and discretion.
• Exceptional written and verbal communication skills with meticulous attention for details
• Expertise in the following platforms: Microsoft Office (Word, Outlook, Teams, Excel, and PowerPoint), Adobe Pro, Zoom and other web-based applications.
• Excellent interpersonal skills with demonstrated ability to communicate across all levels, including staff, board members and external partners.
• Highly resourceful team player, with the ability to work effectively independently or as a team.
• The ability to manage multiple high priority objectives/projects.
• Ability to provide a high level of customer service and resolve issues in a timely and respectful manner.
• Ability to summarize and communicate moderately complex information in varied written formats to internal and external stakeholders.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Must have an all-hands-on-deck attitude and a willingness to help whenever needed.

Mystic Valley Elder Services is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

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