Executive Assistant

Executive Assistant

Do you believe that history, literature, and culture are essential to building a more equitable society? Can you manage multiple tasks in support of an executive director and a diverse, creative staff? Are you experienced in organizing an office and maintaining efficient systems that help a non-profit deliver its mission?

Mass Humanities is currently seeking an Executive Assistant. The Executive Assistant reports to the Executive Director, managing his schedule and travel, coordinating meetings and communications with the board of directors and board committees, and maintaining efficient outreach to partners, donors, vendors, and legislative offices. The successful Executive Assistant is well-versed in the Executive Director’s priorities, well-organized, proficient in written and oral communications, able to take direction and implement solutions, and proactive about identifying challenges and opportunities for efficient leadership of the organization.

The Executive Assistant is key to the operations of Mass Humanities. The position will manage the organization’s office space, organizational calendar, and meeting preparation and minutes. Experience with digital platforms and customer service is essential to success in this role. The Executive Assistant works closely with the Finance Department to process invoices and payments, and manages several vendor relationships. The position assists the Development Department by assisting with some fundraising events and the distribution of marketing materials. Support for the Grants and Programs department can involve support for event production, mailings, and some administrative needs.

Situated at the center of the organization, the Executive Assistant has multiple opportunities to learn alongside the Executive Director about the cultural sector and non-profit landscape in Massachusetts and nationwide, including through participation in partnerships with Mass Cultural Council and the National Endowment for the Humanities. Mass Humanities has a network of grantees, stakeholders, and partners around the state, requiring an Executive Assistant to be proactive and to exhibit comfort and grace with people from different backgrounds and needs.

About Us

Mass Humanities is a private, non-profit foundation based in Northampton, that creates opportunities for the people of Massachusetts to transform their lives and build a more equitable commonwealth through the humanities. Since its founding in 1974 as the state-based affiliate of the National Endowment for the Humanities (NEH), the organization has provided millions of dollars to support thousands of humanities projects across the Commonwealth. Mass Humanities receives major support from the NEH, Massachusetts Cultural Council and private sources. In 2023, Mass Humanities awarded more than $2.3 million in grants to nonprofits.

Our Diversity, Equity, Inclusion and Accessibility Values Statement

Inclusion. We value many voices in our decision-making processes, operations, evaluation and programs. We live this value by constantly striving for transparency, full participation, meaningful reflection and addressing past practices of exclusion in our organization that may have served as barriers to diversity, equity, inclusion and accessibility.

Creating Opportunities. We value opportunities for connection where we learn, experience, and share in the richness of the Commonwealth. We live this value by continuing to fund and run programs in historically excluded communities in Massachusetts, engaging in challenging dialogues internally and externally. We develop strategies to strengthen our relationships with community members.

Equitable Access. We value systems and structures that create equitable access to opportunities connected to the humanities. We live this value by addressing existing barriers to funding, programs and experiences that have excluded specific communities. We provide mentoring, support and proactive outreach to reduce the perpetuation of these barriers to diversity, equity, inclusion and accessibility.

Diverse Representation. We value the strength of multiple perspectives to tell a more complete story of the Commonwealth. We live by this value by ensuring that our programs support a range of diverse voices and experiences. Our internal processes recognize and value the unique contributions of diverse staff and board members. Our work is driven by a commitment to ethically amplify narratives that have been historically erased or minimized in the humanities.

The position is hybrid, reporting to the organization’s headquarters in Northampton on a weekly schedule. Periodic travel will be necessary to support public events and for meetings or team retreats.

Essential Duties and Responsibilities:

Executive Director

• Manages calendar for Executive Director, working with other departments, partner organizations, supporters, and board members to schedule meetings and manage the Executive Director’s time.
• Track and manage all Executive Director follow-ups with key stakeholders and draft emails and other written content as identified by the Executive Director.
• Coordinates statewide travel for the Executive Director to ensure visibility for the organization.
• Manages planning, logistics, and minutes for quarterly board of directors meetings and monthly meetings of board committees, maintaining professional communications with participants.
• Supports Executive Director’s efforts to recruit new board members.

Operations

• Manages orderly and efficient office space, ordering supplies, communicating with property manager, and scheduling the use of office and meeting space for staff.
• Serves as liaison for IT vendor, managing tickets and any technology upgrades.
• Processes incoming and outgoing mail.
• First point of contact for phone and email general inquiries.

Finance

• Processes weekly bank deposits in partnership with Fiscal Officer.
• Supports annual audit preparation.
• Handles invoices and payments for select vendors.

Development

• Assists with distribution of marketing and fundraising materials.
• Supports public engagement events as needed.

Required Qualifications and Skills:

• Relevant administrative experience in an office environment.
• Excellent computer skills, including Microsoft Office Suite (particularly Excel) and experience with managing remote meetings.
• Strong verbal, written communication skills and time-management skills.
• Ability to effectively and concisely communicate issues with the Executive Director and other staff.
• Team player who works well with others and can manage multiple deadlines.
• Passion for the humanities and the mission of the organization.
• Conversational Spanish preferred.
• Prior experience supporting an executive and/or other senior level leadership team preferred.

Mass Humanities offers generous benefits to include fully paid individual health insurance, life and disability insurance, retirement contribution, as well as vacation, personal and sick leave.

Salary: $55,000

Please apply at: jobs@masshumanities.org

Job Type: Full-time

Pay: From $55,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Northampton, MA 01060: Relocate before starting work (Required)

Work Location: Hybrid remote in Northampton, MA 01060