Executive Assistant to the Executive Director (Fully Remote Position at Not-for-Profit Association)

Executive Assistant to the Executive Director (Fully Remote Position at Not-for-Profit Association)

24 Jan 2025
Massachusetts, Boston, 02108 Boston USA

Executive Assistant to the Executive Director (Fully Remote Position at Not-for-Profit Association)

The Executive Associate to the Executive Director is a key member of the senior leadership team, providing high-level administrative, logistical, and strategic support to the Executive Director (ED). This role manages the day-to-day operations of the ED office, Board committee work and development efforts. Additionally, the Executive Associate represents the ED at internal and external events and facilitates seamless communication and coordination across the organization. The role requires travel 3–4 times annually to support events such as annual retreats, The Montessori Event, Board meetings, and other organizational activities.Key Responsibilities Executive Support Serve as the primary point of contact for the ED's office, managing correspondence, scheduling, and meeting preparation.Draft, review, and edit communications, presentations, and reports for the ED.Coordinate and prioritize the ED’s calendar.Anticipate the ED’s needs and proactively address administrative or logistical challenges.Attention to detail is a must for all correspondence, documentation, and tasks to ensure accuracy and professionalism.Represent the ED's Office at events and organizational activitiesBoard Support Serve as the liaison between the ED, Board of Directors, and Board committees.Coordinate and organize Board meetings, including scheduling, agenda preparation, minutes, and follow-up.Coordinate event logistics and schedules for ED and other participants at in-person board meeting(s). Ensure timely distribution of meeting materials and maintain accurate records of Board activities.Support the ED in Board relations, including ongoing communication and engagement strategies.Management and Cross-Team CoordinationManage day-to-day operations of the ED office, including monitoring of ED related budgets, expenses, and resource allocation.Collaborate with internal teams to ensure alignment of organizational priorities and initiatives.Support special projects and organizational initiatives as assigned by the ED.Attention to detail is a must in cross-team coordination to ensure all elements of projects and communication are precise and thorough.Coordinate arrangements for a variety of AMS events including staff retreats, staff professional development, team building activities and luncheons.Development and Recognition  Assist in planning and implementing development initiatives, including donor stewardship, cultivation, and recognition efforts.Coordinate and support the work of the Development and Recognition Committees, ensuring effective collaboration and alignment with organizational goals.Support the ED in preparing for donor meetings, events, and major fundraising efforts, including the creation of presentations and briefing materials.Maintain accurate records of development activities, donor interactions, and recognition efforts in collaboration with the Development Committee. 

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  • BACKGROUND The Massachusetts Office on Disability (MOD) is a dynamic agency within the Massachusetts Executive Office for Administration and Finance that provides information, guidance, and training on disability-related civil rights and architectural access. The agency’s fourteen employees work to help people understand their disability rights and obligations, how regulations apply to the specifics of their situation, and practical steps they can take to assert their rights and comply with the law. MOD provides support for: Individuals with disabilitiesby hosting the state’s federally funded Client Assistance Program (CAP), which provides information and advocacy for people with disabilities who have concerns about vocational rehabilitation and independent living services in Massachusetts; The general publicby providing information, guidance, and training on legal rights and obligations under disability civil rights laws and architectural access guidelines; Municipalitiesthrough guidance and training for municipal ADA Coordinators and Commissions on Disability and Municipal ADA Improvement Grant funding for accessibility planning and projects; and The Executive Branchthrough information and guidance on ADA compliance obligations, training for ADA Coordinators, free digital accessibility consulting, and a reasonable accommodation capital reserve account for funding employee reasonable accommodations. GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES To promote a quality of life which emphasizes dignity and self-determination for persons with disabilities. This position advocates for full accommodation and access for persons with disabilities as mandated by statute. Responsibilities include: Oversees and coordinates the executive department agencies\' compliance with the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act of 1973 and Executive Order592; Makes public appearances and presentations in order to inform, educate, and build consensus; Provides guidance and technical assistance to other state agencies, municipalities, non-profit organizations, private businesses, and Massachusetts residents; Works with state agencies on policy development and legislative compliance in order to develop access for and sensitivity to individuals with disabilities; Acts as an agency representative on boards and commissions as a Subject Matter Expert (SME); and Serves as administrative head of the Office on Disability making resource and staffing decisions and setting policy for the agency. DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES To understand and articulate the issues impacting the disability community in Massachusetts; Provide senior government officials with accurate, timely information on disability issues and concerns; Determine the agency’s organizational structure including operational direction, intermediate and long-range priorities, fiscal plans and budget requests; Provide education, training, technical assistance and guidance to state and local government agencies, the legislature, the media and the general public regarding compliance with laws, rules and regulations impacting individuals with disabilities; Oversee and coordinate efforts to ensure that the Commonwealth is following the ADA, as well as other state and federal disability rights laws; Publicize and coordinate MOD’s Municipal ADA Improvement Grant; and Recommend gubernatorial and other appointments to state boards, committees, and commissions as needed. QUALIFICATIONS REQUIRED AT HIRE(List knowledge, skills, abilities) Substantial experience in public administration with deep understanding of disability rights, a track record of organizational leadership, management of social and/or health service programs and knowledge of policy development. Broad knowledge of both the practical and legal aspects of disability policies and program development; Ability to shape and implement public policy and programming; Skill in public communication and presentation; Knowledge of the legislative process; Managerial experience demonstrating ability to administer a statewide agency and its staff; Leadership experience demonstrating ability to represent senior state officials while serving as the Commonwealth’s chief advocate for individuals with disabilities. MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) seven (7) years of full-time or, equivalent part-time, professional, administrative, supervisory, or managerial experience in business administration, business management, public administration, public management, clinical administration or clinical management of which (B) at least three (3) years must have been in a managerial capacity. Comprehensive Benefits When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future. Want the specifics? Explore our Employee Benefits and Rewards! An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply. The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don\'t meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role. Job: Administrative Services Organization: Massachusetts Office On Disability Title: Executive Director Location: Massachusetts-Boston-1 Ashburton Place Requisition ID: 24000AD6

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