Job Detail

Executive Assistant/Office Manager

Our client, Massachusetts High Tech Council, has a mission is to lead, not participate. To be the most effective advocate for public policies and programs that help create, retain, and grow the technology economy in Massachusetts. They are member driven, and collaborative. Their small but capable staff develops and implements their policy agenda around priorities that really matter to our CEO and Senior Executive members.

Our client believes that successful outcomes associated with their policy priorities will boost Massachusetts’s competitiveness, increase economic opportunity for our citizens and expand membership footprint by unifying the technology community behind their mission.

Currently, MHTC is seeking an Executive Assistant/Office Manager to join their team in Burlington, MA! This individual must be highly self-motivated, professional and capable of managing their own workload, prioritizing tasks in a fast-paced environment.
Responsibilites - Executive Assistant Duties
  • Monitoring email, providing President with scheduling guidance as needed
  • Scheduling external meetings with members, directors, partners, associates, etc. for President
  • Processing President event registrations or RSVPs as needed
  • Send email communications on behalf of President to members, directors, partners, etc.
Membership Support Duties
  • Oversee all logistics for Board & Executive Committee meetings, including scheduling
  • Assist with creation of materials presented in Board & Executive Committee meetings
  • Maintain accurate Board, Executive Committee, and membership lists
  • Respond to incoming member requests for information, company forms, meetings, etc.
  • Track attendance and provide regular updates to the above meetings
Receptionist Duties
  • Greet all visitors and answer all incoming calls
  • Process incoming mail
  • Order catering for meetings and events
  • Plan and manage all on and offsite meetings, roundtable and events, researching potential sites, overseeing technical services
  • Provide marketing support for events, including drafting/designing programs, agendas, invitations, event summaries, banners, name badges, signage and hand-outs
  • Create and maintain Eventbrite website for events requiring fee or registration process, processing all incoming revenue from such events and sales summary reports
Financial/Bookkeeping Duties
  • Maintain all ledgers, processing incoming dues payments via Quickbooks and Filemaker 
  • Log incoming bills and payments via online banking
  • Prepare member renewal invoices and letters along with thank you notes upon renewal
  • Enter credit card expenses for President, reconcile credit card and bank account statements
Office Management Duties
  • Maintain all office filing, including legal agreements, sponsorships, payroll, employee and vendor files
  • Order and maintain office supplies and equipment, including copiers, kitchen supplies, office supplies
  • Serve as liaison between office and building management services
  • Serve as liaison between MHTC and benefits services providers and insurance providers
  • Provide benefits, payroll and general HR support to all MHTC employees, including processing of new hires, terminations and/or changes to employee benefit selections
  • Process employee bonuses, expense reports, changes to payroll deductions or direct deposit information, retirement savings plan contributions, etc.
  • Maintain MHTC database through Filemaker, creating custom codes for data identification and distribution lists, exporting as needed
Marketing Duties
  • Creates, drafts MHTC marketing materials as needed
  • Maintain MHTC website, including membership directory, events, news items, letters, etc.
  • Maintain website front page buckets, performing general WordPress programming skills as required
  • Produces MHTC newsletter from draft text to finished document, proofreading and completing necessary formatting, addition of graphics, etc.
  • Draft, proof and/or produces external member communications, team biographies, Council letters, bulletins, press releases, etc.
Qualifications:
  • Exceptional writing, editing and presentation skills
  • Proficient in financial accounting systems, including Quickbooks required
  • Proficient in technical programs and softwares, including Microsoft office, Adobe Acrobat, database, HTML/website support
  • Prior experience maintaining another individual’s calendar along with ability to anticipate President’s needs
  • Prior background in handling accounts payables and receivables
  • Ability to work collaboratively and strategically in a small team environment
  • Exceptional judgment, strong initiative, poise and patience
  • Excellent interpersonal skills with ability to interact with a variety of diverse constituents

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