Executive Assistant/Office Manager

Job title: Executive Assistant/Office Manager in Natick, MA at Accept Education Collaborative

Company: Accept Education Collaborative

Job description: Job Details:ACCEPT Education Collaborative is a regional non-profit educational organization with locations in Medway and Natick, MA. ACCEPT provides a wide range of programs and services including special education for students with moderate to severe needs, specialized transportation, home-based services, behavioral and educational consultation, and professional development. ACCEPT offers a continuum of programs and services Prek-12 and to age 22 for both students in life skills and Therapeutic programs. Our programs address autism spectrum disorders, emotional/behavioral needs, global impairments, cognitive/intellectual disabilities, language disorders, ADHD/ADD, and nonverbal learning disability.Job Description:Position Summary:
To assist the Executive Director in the daily operation of ACCEPT Education Collaborative (ACCEPT) by relieving them of a variety of administrative matters by providing a wide variety of complex and diversified administrative and secretarial support in a professional and efficient manner while maintaining extreme confidentiality.Qualifications Required:1. Associate's Degree or higher in Secretarial Sciences/Office Administrations, a related field, or post-secondary secretarial training.
2. Minimum of five (5) years of executive secretarial experience in an administrative office, preferably in a school setting.
3. Demonstrate proficiency in using electronic office automation equipment.
4. Demonstrate proficiency in computer literacy ie. Microsoft Word, Excel, Google, and document automation software.
5. Proficient in organizational skills, is flexible, and is amiable.
6. Must have excellent telephone etiquette and be able to handle difficult calls appropriately.
7. Excellent verbal and written communication skills, including the proven ability to effectively communicate with students and families from diverse backgrounds and experiences.
8. Exceptional attention to detail and time-management skills, including the ability to triage/prioritize competing needs.
9. Other qualifications and skills that may be in the Collaborative's best interest.
10. Such alternatives to the above as the Board of Directors may find appropriate and acceptable.Qualifications Desired:1. Maintains a strong degree of confidentiality.
2. Ability to work independently within the scope of established procedures and applies knowledge of departmental organization, programs, and goals of the Collaborative to achieve daily tasks.
3. Comprehensive knowledge of the functions and operations of the Executive Director's office and the Board of Directors.
4. Professional interaction with staff, students, parents/guardians/caregivers, visitors, and the public in a manner which creates respect and confidence towards the Collaborative.
5. Exceptional grammatical ability.
6. The expertise to compose correspondence independently and to prepare reports in an articulate manner.
7. The ability to exercise independent judgment and make decisions.
8. The capability to understand and carry out complex oral and written instructions.Essential Functions and Responsibilities:1. Coordinate with the Executive Director to effectively carry out the day-to-day Central Office Operations necessary for the smooth functioning of the Collaborative which includes the following duties:
Generate requisitions and purchase orders, general correspondence such as letters, notices, memorandums, schedules and reports.
Prepare meetings and presentations.
Coordinate travel arrangements and submission of reimbursement.
Maintain yearly memberships to professional organizations.
Orient new administrative assistant staff.
Coordinate the Annual Report with the E.D. and department heads.
Prepare yearly agreements/contracts with outside organizations, consultants, professional development.
Maintain records of legal actions and pending lawsuits/litigation.
Prepare and maintain renewal of real property lease agreements.
Maintain/monitor Collaborative legislation and compliance with the Collaborative Agreement with member districts.
Maintain and assist in development of the Mission Statement and Strategic Plan.
Maintain and update Organization Chart yearly.
Manage and administrate telephone contact lists.
Update the website with the Webmaster.
Maintain Virtual High School (VHS) contracts yearly.
Maintain current MA Department of Elementary and Secondary Education (DESE) on-line directory administration. Upload documents to DESE.
Answer questions and give general information in response to public inquiries.
Fill in and complete tasks for administrative assistant personnel who are out, whenever directed. These tasks may include but are not limited to addressing and directing incoming telephone calls, mail, and visitors to the office staff person most capable of efficiently satisfying the inquiry.
Report regularly to the Executive Director on any developments or problems within the Collaborative that requires his/her awareness or action.
Complete special projects as assigned by the Executive Director.
Prepare and manage district and vendor contracts and licenses.
Assist the Records Access Officer (RAO) in compiling and responding to requests for public records in accordance with Massachusetts Public Records Law.
Complete certain local, state, and federal reports and surveys and prepare complete reports for submissions to the requesting agency.
Research, create, input, format, organize, and edit relevant data as needed or requested and prepare in a usable format for the Executive Director.
Respond to Board of Directors requests for information as requested by the Executive Director.
Schedule Central Office meetings, conference, and programs as requested, including creating a schedule, contacting all invited parties, preparing agendas, and distributing materials to all participants, book conference rooms.
Maintain official policy manuals with the E.D. and department heads, track policy readings, changes, and update the manual as needed.2. Manage the monthly meetings of the Board of Directors which entails the following:
Maintain an up-to-date Directory of all members and officers and report the same electronically to Commonwealth departments for training.
Develop on an annual basis a schedule of meetings and posting of same to adhere to Open Meeting Laws.
Prepare agendas, materials, certificates of vote, and produce materials packets for meeting distribution to members.
Provide refreshments, attend Board meetings, record minutes of meetings, and publish to the website when approved.
Maintain records, minutes, materials, and votes taken at all meetings.
Post agendas and meeting minutes to the website.3. Assist the Finance and Operations Department in the following areas:
Produce records requested by independent auditors yearly and maintain complete audit files and provide government entities with the final reports.
Manage credit card usage.
Coordinate contracts and agreements for signature.4. Assist the Human Resource Department with the following tasks:
Schedule interviews when requested.5. Assist the Executive Director and VHS Coordinator with contracts, invoicing, etc. related to the Virtual High School program.6. Write purchase orders, forward invoices and contracts to accounting.7. With regard to the Collaborative:
Manage Annual Report filings with the Secretary of State's Office and DESE, including change of members/officers in their online system..
Produce information and records requested for yearly independent audit.
Maintain all records for all properties.8. With Regard to Office Management:
Monitoring office supplies, furniture, appliances, and electronics. Place orders to replenish supplies.
Monitor and maintain copiers and supplies.
9. Supervise Receptionist and Manage Cafeteria
Manage the cafeteria with the receptionist.
Answer phones, greet guests, fill in for the receptionist.10. Perform all other duties as required by the Executive Director.Requirements:Success Factors/Job Competencies:Strong leadership skills
Excellent interpersonal and communication skills
Strategic thinking
Decision making
Ability to maintain confidentiality
Great attention to detail and accuracy
Commitment to company mission and values
Team playerPhysical Demands and Work Environment:
Physical Demands: While performing the duties of this job, the employee is occasionally required to walk, sit, use hands to type, handle or feel objects, reach with hands and arms, bend, walk up and down stairs, talk, hear, see, stand for prolonged periods of time, lift up to 25lbs, routinely use standard office equipment such as computers, copy machines, fax, phones, shredders and filing cabinets.
Work Environment: This work is performed in a school/office environment with an acceptable level of noise.The above information on this description has been designed to indicate the general nature and level of work performed by an employee in this position/classification. It is not to be interpreted as a comprehensive inventory, or all duties, responsibilities, and qualifications of employees assigned to this job. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is a logical assignment to the position. Management has the right to add to, revise, or delete information in this description. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this job.

Expected salary: $60000 - 80000 per year

Location: Natick, MA

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