Administration Assistant Jobs in Reading, MA (NOW HIRING)

Bay Cove Human Services’ mission is to partner with people to overcome challenges and realize personal potential. Bay Cove pursues this mission by providing individualized and compassionate services to people facing the challenges associated with developmental disabilities, mental illness, substance use disorders, and homelessness at more than 175 program sites throughout Greater Boston and Southeastern Massachusetts.

Job Summary:

The Executive Assistant will provide comprehensive support to the CEO and will leverage their ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. The role requires an individual who is experienced in responding to complex situations and handling sensitive materials in a discreet, timely manner. The ideal candidate takes initiative, is well organized, flexible, and can manage multiple priorities simultaneously. This is an onsite position in our Boston office. 

This is an exempt position.

Essential Functions of the Position: 

Board Management

• Coordinate and attend Board of Directors meetings and Board committee meetings as requested.
• Take comprehensive Board meeting minutes, distribute as needed, and follow up on any action items.
• Responsible for creating BOD meeting agendas, meeting packets and necessary correspondence.
• Present and act in a professional and courteous demeanor daily, and interact with coworkers and external stakeholders in a responsive and positive way.
• Contribute to a positive work environment through collaborative teamwork and positive communication in alignment with Bay Cove’s culture, values and mission.
• Flex to complete various assignments and additional duties to ensure comprehensive and effective support.

Calendar Management

• Manage the CEO’s calendar; prioritizing conflicting needs and requests while troubleshooting conflicts to ensure smooth day-to-day engagements.
• Work closely with the CEO to keep them well informed of and prepared for upcoming commitments and responsibilities.
• Ensure the CEO is prepared for upcoming meetings by collecting, prioritizing and preparing information/materials for upcoming meetings.

Meeting Management

• Assist with meeting agendas and managing logistics for high-level meetings and events.

Administrative/Other

• Manage CEO’s correspondence, including CEO’s email and mail correspondence and inquiries.
• Design and produce complex documents, reports, and presentations.
• Create impactful and comprehensive presentations on the CEO’s behalf.
• Create and maintain contact lists.
• Make complex and detailed travel arrangements and complete travel reports.
• Comfortably handle highly confidential and time sensitive information with necessary care and prioritization.
• Handle matters expeditiously, proactively, often with deadline pressures.
• Other duties as assigned

Job Requirements:

• 5+ years of direct executive assistant or administrative support experience required.
• Experience supporting VP, President, C-suite, or the head of company
• Excellent written and oral communication skills.
• Excellent interpersonal skills across all levels of the organization.
• Experience with Microsoft Office and Google Suite
• Ability to manage multiple responsibilities in a fast-paced environment.
• Ability to multitask and prioritize accordingly.
• Ability to work independently or effectively as part of a team.
• A sense of urgency, hands-on approach, and a bias for action.
• Maintain professional boundaries and confidentiality.
• Exercise tact, discretion and judgment in working with a variety of people.
• Demonstrates and promotes respect toward coworkers and adapts behaviors to work effectively with varying people and situations.
• Must possess the ability to make independent decisions when circumstances are warranted.
• Ability to work a flexible schedule as needed to support and/or attend early morning or evening events meetings.

Bay Cove Human Services is an Equal Opportunity Employer and does not discriminate on the basis of race, ethnicity, religion, sex, gender identity or expression, national origin, sexual orientation, disability, age, veteran status, or any other groups as protected by Massachusetts or federal law. All qualified candidates, regardless of background, are encouraged to apply.

Bay Cove Human Services does not offer visa sponsorships at this time and will require candidates to be authorized to work in the United States.

Pay Range: $73,000 - $83,000 Annual Salary 

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