Executive Assistant and Office Manager Position Available In Worcester, Massachusetts

Executive Assistant and Office Manager Worcester Center for Performing Arts Inc – 3.0 Worcester, MA Job Details Full-time $50,000 – $60,000 a year 8 hours ago Qualifications Microsoft PowerPoint Microsoft Word Microsoft Excel Customer service Executive administrative support Mid-level Microsoft Office High school diploma or GED Bachelor’s degree Alignment Customer relationship management Fundraising Organizational skills Multi-line phone systems Office management Phone etiquette Associate’s degree Communication skills Personal assistant experience

Full Job Description Position Title:

Executive Assistant and Office Manager Department:

Administrative Offices Reports to:

President & CEO FLSA Designation:

Full Time, Non-Exempt Position Summary :

The Executive Assistant and Office Manager plays a critical role in ensuring the smooth operation of the office while providing comprehensive support to the President and CEO, Board of Directors, senior leadership team, and Advancement department. This dual-role position is responsible for overseeing daily office activities, managing phone calls, coordinating customer service initiatives, and assisting with executive-level logistics. The ideal candidate will be organized, proactive, and adaptable, able to handle a range of responsibilities from supporting high-level executives and various departments to office management.

Key Responsibilities:

Executive and Board of Directors Support:

Provide high-level administrative support to the President and CEO, including managing calendars, scheduling meetings, and handling communications. Assist with scheduling and organizing Board of Directors meetings, including travel and accommodations, meeting materials, and follow-up actions. Prepare, edit, and proofread documents, reports, and presentations for executive review and Board communication. Coordinate logistics for Board meetings, including virtual meeting setup, room preparation, and distribution of materials. Handle sensitive and confidential information with discretion, particularly regarding Board affairs and company strategies. Support the preparation of Board packets, agendas, and minutes, ensuring timely and accurate documentation. Assist with planning and organizing events or retreats for the Board of Directors, including hotel arrangements, transportation, and itineraries.

Phone Call Management:

Answer and direct phone calls to appropriate personnel, ensuring that all inquiries are handled promptly and professionally. Screen calls and prioritize based on urgency, importance, and availability. Take detailed messages for executives when unavailable and ensure timely follow-up. Serve as the main point of contact for external inquiries, ensuring a high level of professionalism in all interactions. Maintain a log of calls and follow-up actions, ensuring nothing is overlooked. Support for

Advancement Department:

Provide administrative support to the Advancement department, including managing schedules and coordinating meetings. Assist in organizing fundraising events, donor meetings, and community outreach programs. Support the preparation and distribution of development materials, including presentations, reports, and marketing materials. Help with donor tracking, event coordination, and correspondence to ensure smooth operations and follow-up. Collaborate with the development team on special projects and campaigns, offering logistical and operational assistance.

General Office Management:

Oversee day-to-day office operations and ensure the office runs smoothly. Manage office supplies inventory, place orders, and maintain vendor relationships. Ensure the office environment is well-maintained, clean, and safe. Coordinate office events, meetings, and team-building activities. Serve as the point of contact for IT issues and troubleshoot office equipment. Manage office space, seating arrangements, and general office upkeep. Handle incoming and outgoing mail, deliveries, and packages. Coordinate travel arrangements for staff, including transportation, lodging, and itineraries. Maintain office budget and assist with expense tracking and reporting.

Administrative Support:

Assist with special projects as directed by senior leadership. Prepare meeting agendas, take minutes, and ensure timely follow-up on action items. Liaise with various departments to ensure smooth communication and collaboration. Act as the office liaison between staff and executives to ensure alignment on priorities.

Skills and Qualifications:

Education:

High school diploma required; Associate’s or Bachelor’s degree preferred.

Experience:

Minimum of 3 years in an office management or executive assistant role, preferably in a fast-paced environment.

Technical Skills :

Proficient in Microsoft Office Suite (including Teams, Word, Excel, PowerPoint, Outlook); familiarity with office software and tools (e.g., scheduling software, project management tools).

Communication:

Excellent written and verbal communication skills, with the ability to interact with all levels of staff, executives, external stakeholders, and donors.

Organization:

Strong organizational skills with the ability to manage multiple tasks and projects simultaneously. Attention to

Detail:

High attention to detail, ensuring accuracy in all tasks.

Problem-Solving:

Ability to address challenges creatively and resolve issues proactively.

Discretion:

Ability to handle confidential information with the utmost professionalism.

Customer Service:

Experience in customer service or client relations, with a focus on ensuring satisfaction and fostering positive relationships.

Phone Management:

Exceptional phone etiquette with the ability to manage high call volumes, direct inquiries efficiently, and handle multiple phone lines.

Fundraising Support:

Experience or strong interest in supporting development or fundraising efforts, with an understanding of donor relations and event coordination.

Working Conditions:

Standard office hours with occasional overtime required. A collaborative, dynamic work environment with potential for cross-functional collaboration. This role is essential in ensuring the seamless operation of the office while providing key support to leadership, the Board of Directors, and the Advancement department. The management of phone calls, administrative tasks, and project coordination is crucial to the success of the organization’s operations.