Executive Assistant
Northern Middlesex Council of Government

Job Order #: 18176981

Lowell, MA 01852

Part Time

32 hours per week

POSTED 12/15/2022

EXPIRES 3/15/2023

Job Description

Essential Functions: The Executive Assistant reports to the Executive Director, and provides general administrative support to the Council, Executive Director and staff. Responsibilities involve reception, contract administration, file maintenance, meeting arrangements and documentation, mailings, event planning, correspondence, office equipment operation and maintenance, and direct support for various NMCOG programs and functions. Must be available to attend 1-2 evening meetings per month.

This position provides administrative assistance in a wide variety of tasks including, but not limited to:

Supporting Personnel
- Support personnel activities, including posting and placing jobs online and scheduling multi-person interviews
- Assist staff with miscellaneous administrative projects, including mailings, printing, surveys, and research.
- Schedule appointments, meetings, and travel for staff
- Provide administrative onboarding to new staff with on-the-job training concerning office procedures and use of office equipment; order business cards; update and maintain building keys and parking passes
- Submit building maintenance request orders to landlord and building staff
- Assist with setting up office spaces and office moves

File Management and Sharing
- Manage records retention and assist with public records requests
- Manage and maintain contact database and assist staff in updating contacts
- Organize and maintain general office files and shared agency documents
- Maintain contract files and organize digital shared file system
- Maintain project filing database for environmental reviews
- Update NMCOG website as needed

Office Supplies and Equipment
-  Maintain and manage office supplies, meeting materials, office equipment, and storage area
-  Arrange for maintenance of office equipment and ensure that adequate equipment supplies and consumables are in stock;

Meeting Support
- Post meeting and event notices and agendas as required by Open Meeting Law
- Assist Executive Director with preparation of Council Meetings, including room set up, meeting packets, and refreshments
- Prepare monthly Council and Northern Middlesex Metropolitan Planning Organization (NMMPO) meeting minutes
- Support external meetings on occasion by providing general event assistance; may involve travel to locations in Greater Lowell

General Support
- Answer phones and greet visitors
- Monitor and respond to agency phone or email inquiries and direct information requests to appropriate staff
- Process and distribute incoming and outgoing mail, and maintain mail logs
- Maintain agency-related articles and news

Finance Management Assistance
- Electronically deposit incoming checks, prepare purchase orders, file invoices, record receipts in database, and perform other finance related tasks

Perform other duties as assigned

Qualifications
- Excellent interpersonal and customer service skills
- Minimum of three years of professional office experience in administration or operations
- Strong oral and written communication skills
- Ability to originate and complete assigned tasks independently, and to ask for help when needed
- Ability to identify, streamline and make recommendations to improve policies, processes and procedures
- Ability to work on multiple tasks, determine priorities among competing deadlines, and shift gears when last-minute requests arise, while attending to details
- Ability to use social media, including graphic design and media layout
- Ability to work in Adobe Suite helpful
- Experience formatting documents such as flyers, labels, and reports helpful
- Proficiency in Microsoft Office Suite: Word, Excel, Access, PowerPoint, Outlook.
- Knowledge of Squarespace or similar preferred.
- Knowledge of databases and customer relationship management and content management systems.
- Commitment to diversity, equity, and inclusion
- Associate's or Bachelor's degree preferr

How To Apply

Please email your resume to thavrith.thao@masshirelowellcc.com for consideration

Address

40 Church Street
Lowell, MA 01852

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Shift

First

8:00 AM - 4:00 PM

Per Diem Position

Not Specified

Union Position

No

Apprenticeship

No

Pay

$44,500.00 - $53,500.00 per year

Benefits

  • Major Medical
  • Vision Insurance
  • Dental Insurance
  • Life Insurance
  • Retirement Plan
  • Vacation Leave
  • Sick Leave
  • Short Term Disability Leave
  • Long Term Disability Leave

Benefit Details

Name

Thavrith Thao

Title

Business Services Representative

Email

thavrith.thao@masshirelowellcc.com

Phone

978-805-4875

Address

107 Merrimack Street
Lowell, MA 01852

Website

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