Executive Assistant I Jobs in Springfield, MA (NOW HIRING)

Job Title: Executive Assistant

Department: Administrative

Reports to: CEO

FLSA Status: Non-Exempt

PHI Access Level: I

Scheduled Work Times/Locations

Monday – Friday, 8:30AM – 4:30PM flexibility for occasional nights and weekends is required.

221 Main Street, Hartford, CT 06106

Ready to be the heart of a leadership team? Can you keep priorities aligned, operations running smoothly, and impact moving forward in a mission-driven housing organization?

To be considered you must submit your cover letter.

Position Summary

The Executive Assistant provides high-level administrative support to the Chief Executive Officer and the Board, ensuring efficient day-to-day operations, effective communication and overall coordination of the executive office. As part of a mission-driven housing nonprofit, this role is essential to organizational success, supporting the CEO through schedule management, communication coordination, and oversight of daily executive operations.

This position balances executive-level support with select office management responsibilities, with a primary focus on supporting senior leadership and board operations. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities with professionalism and discretion.

Key Responsibilities:

Executive Support

• Manage and maintain the CEO’s calendar, including scheduling meetings and resolving conflicts
• Coordinate internal and external meetings, including preparing agendas and materials
• Arrange travel and manage related logistics
• Draft, edit, and format correspondence, reports, and presentations
• Track assignments, deadlines, and follow-up items
• Serve as a point of contact for incoming communications and direct inquiries as appropriate

Board Relations & Governance

• Coordinate Board of Directors and committee meetings, including scheduling and logistics
• Prepare and distribute Board packets, agendas, and supporting documents
• Record meeting minutes and maintain official records
• Support Board communications and document management
• Assist with onboarding materials for new Board members

Office Management & Operations

• Oversee day-to-day office operations to ensure an organized and efficient work environment
• Manage office supplies, equipment, and vendor relationships
• Coordinate with IT and facilities vendors to address office needs and issues
• Maintain shared calendars, office systems, and administrative processes

Organizational Coordination

• Support communication between the CEO and internal staff
• Assist in coordinating leadership meetings and organizational activities
• Help plan and execute internal meetings, events, and staff gatherings
• Provide administrative support for special projects as needed

External Relations Support

• Assist with scheduling and logistics for meetings with funders, partners, and community stakeholders
• Support preparation of materials for external meetings and presentations
• Maintain a professional and courteous approach in all interactions

Qualifications

Required

• Bachelor’s degree or equivalent experience
• 5–10 years of administrative experience supporting a senior leader
• Experience with office coordination or office management responsibilities
• Strong organizational and time management skills
• Excellent written and verbal communication skills
• Ability to handle confidential information with discretion
• Proficiency in Microsoft Office

Preferred

• Experience in a nonprofit, housing, human services, or public sector organization
• Experience supporting a Board of Directors
• Experience coordinating vendors or managing office operations
• 
  

Core Competencies

• Organization & Time Management: Manages multiple priorities effectively
• Attention to Detail: Produces accurate, high-quality work
• Communication: Communicates clearly and professionally
• Reliability: Consistently follows through
• Problem-Solving: Addresses administrative and operational issues efficiently
• Interpersonal Skills: Works well with a range of stakeholders
• Mission Alignment: Demonstrates commitment to the organization’s mission
  

Compensation & Benefits

Salary range: $65,000-70,000 commensurate with experience

Community Housing Advocates provides a generous employee benefits package, including medical, dental, retirement, short- and long-term disability, and tuition reimbursement. Full-time employees receive 10 days of PTO (paid time off) per year, plus 11 paid holidays and one (1) Floating Holiday and 40 Hours of Accrued Paid Sick Leave.

To be Considered for the position, please Email your cover letter to Ytrujillo@mercyhousingct.org or you will NOT be considered