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Executive Assistant

Overview:

One of 55 state and territorial humanities councils that serve as local affiliates of the National Endowment for the Humanities, Mass Humanities creates opportunities for the people of the Commonwealth to transform their lives and build a more equitable community through the humanities. Mass Humanities is a private 501c3 foundation with an operating budget of $2.4 million that supports more than 200 non-profits each year through grant making and signature programs including Reading Frederick Douglass Together and the Clemente Course in the Humanities. Based in Northampton, MA, and committed to serving communities in every corner of the state, we partner with institutions ranging from museums and libraries to community colleges and human services centers. 

Mass Humanities believes in promoting an equitable and inclusive society that recognizes all people’s perspectives, especially those who have been marginalized and underrepresented. In 2021, the organization will implement a new, three-year strategic plan to grow the resources and visibility of the humanities in Massachusetts, culminating in 2024, when the organization will celebrate its 50th anniversary.

Position

The Executive Assistant is a vital position in the organization that supports the Executive Director, focused on providing organizational management and executive support through operations and communications. The Executive Assistant works closely with the Executive Director to coordinate the day-to-day office management of the organization. The position collaborates with the Development and Grants departments to help track, manage and ensure timely progress on deadlines related to grant making and fundraising.

Working Arrangements

Mass Humanities is headquartered in Northampton, Massachusetts, and the current team is based in that office. As a result of COVID-19, Mass Humanities has been working remotely and will continue that approach until mid-summer 2021, although staff do have the option of working from the office upon request. Mass Humanities expects to develop a hybrid work structure that allows staff to work remotely a few days a week with regular in-person meetings at locations around the state. The Executive Assistant will work at the Northampton office at least three days per week through the end of 2021, likely returning to 100% onsite work by 2022.

Key Roles and Responsibilities

Office Management
• Organize and maintain office workspaces at headquarters.
• Manage incoming/outgoing communications including phone, reception and mail
• Serve as liaison for IT consultant and other vendors
• Ensure important documents are organized and filed according to the organization’s filing system.
• Assist in logistics for virtual or in-person meetings and events including booking travel and accommodations.
• Responsible for mailing materials/packages to staff, board, and or external parties.
• Update and manage Organizational Calendar to ensure that all key dates are entered, and that all staff are aware of upcoming deadlines and events

Executive Director Support
• Support Executive Director as needed with scheduling and preparation for internal and external meetings.
• Track and manage all Executive Director follow-ups with key stakeholders and draft emails and other written content as identified by the Executive Director.
• Record accurate note-taking for key meetings, including minutes for board and board committee meetings.

Development Department support
• Process charitable contributions in timely manner, entering data into donor management database and generating acknowledgement letters.
• Support the development team to organize donor appeal mailings, including mail merges and coordination with vendors.
• Support development events and other initiatives as needed.

Support for Grants Department
• Support Director of Grants with data entry in grants management database
• Support Fiscal Officer in payment processing for grants to non-profit organizations to ensure key deadlines are met.
• Manage e-newsletter subscriber list.
• Update funded events calendar in WordPress website.

Skills and Qualifications
• Relevant administrative experience in an office environment.
• Excellent verbal, written communication skills and task coordination skills.
• Strong time management skills and ability to initiate and problem-solve.
• Excellent computer skills, including Microsoft Office Suite (particularly Excel) and experience with database maintenance required; experience with Raisers Edge, WordPress preferred.
• Technical expertise to serve as the moderator or administrator for virtual meetings and virtual public events (Zoom)
• Ability to effectively and concisely communicate issues with the Executive Director and other staff.
• Prior experience serving on an executive and/or other senior level leadership team preferred.

Salary range: $42,000-$52,000

This is a full time position, with a desired start date of July 1, 2021. Mass Humanities offers generous benefits to full time staff, including paid individual health insurance, life and disability insurance, retirement contribution, as well as vacation, personal and sick leave. Mass Humanities is an Equal Opportunity Employer.

Send a resume and cover letter to jobs@masshumanities.org.

Cover letters can be addressed to: Brian Boyles, Executive Director, Mass Humanities, 66 Bridge Street, Northampton, MA 01060.

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