Executive Assistant

JOB DESCRIPTION

Position: Executive Assistant

Reports to: President & CEO

FLSA Status: Full-time, Exempt

ORGANIZATION OVERVIEW

The North Central Massachusetts Chamber of Commerce, Visit North Central Massachusetts, and North Central Massachusetts Development Corporation (NCMDC) operate as a unified regional organization serving nearly 700 members across 27 communities in northern Worcester County and northwest Middlesex County. Our mission centers on "Building Businesses. Building Communities."

The Chamber has been recognized among the top chambers of commerce in the country for its impact and operations. The organization was named the 2023 National Chamber of the Year by the Association of Chamber of Commerce Executives (ACCE), the first chamber in Massachusetts and New England to receive this prestigious honor. The Chamber also achieved 5-star accreditation from the U.S. Chamber of Commerce in 2023, an honor held by only 1% of chambers nationwide.

POSITION SUMMARY

The Executive Assistant is responsible for managing the organization's membership database and assisting the President & CEO with day-to-day management of the office, including governance, scheduling, and administration. This position also provides support to other staff members across the Chamber and its affiliate organizations. This role requires strong organizational skills, exceptional communication abilities, and database management experience.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Database & Systems Management

• Manage the Chamber and affiliate databases using Personify MC Trade, ensuring records are maintained meticulously and accurately
• Serve as the in-house expert on the membership database, troubleshooting issues, maintaining system integrity, and developing specialized reports when necessary
• Manage all office-related technology including phone systems, server management, equipment, Zoom platform, and coordination with outside service contractors

Executive & Board Support

• Provide administrative and operational support to the President & CEO in managing day-to-day operations of the Chamber and its affiliate organizations
• Manage CEO calendar, scheduling, and coordination using Outlook
• Serve as Secretary to the Board of Directors, preparing communications, reports, meeting minutes, and related documents
• Handle confidential and sensitive information with discretion and professionalism

Office Administration & Operations

• Manage all office-related tasks including answering phones, ordering supplies, soliciting quotes/bids, and responding to email requests for information
• Maintain strong customer service relationships with members, businesses, and program participants
• Coordinate mailings, update general information, and manage correspondence
• Provide reception and front-office support as needed

Staff & Program Support

• Provide support to the Programs and Events Manager as needed in organizing Chamber and affiliate events, including assisting with planning, managing registrations, and invoicing
• Provide billing and bookkeeping support to Director of Finance & Operations as needed, including assisting with reconciling accounts, accounts payable, invoicing, and member health insurance enrollment support
• Provide administrative support to the economic development team as needed
• Assist in other aspects of Chamber and affiliate operations as deemed necessary by the President & CEO

QUALIFICATIONS

Required Education and Experience

• High school diploma or equivalent required; Associate's or Bachelor's degree in business administration, communications, or related field preferred; OR professional administrative certifications (Certified Administrative Professional, Microsoft Office Specialist, etc.); OR minimum 5 years of progressive administrative experience
• Minimum 4-5 years of administrative experience, with at least 2 years supporting executive-level leadership or managing complex administrative operations

Required Skills and Competencies

• Strong organizational, interpersonal, and planning skills
• Exceptional written and verbal communication skills
• Database management experience required; membership management software experience strongly preferred
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and Outlook calendar management
• Professional demeanor: energetic, mature, responsible, with high-level ability to communicate with tact and respect
• Ability to multitask effectively with exceptional attention to detail
• Familiarity with standard office procedures and equipment
• Ability to work cooperatively with Chamber members, prospects, and staff members

Preferred Qualifications

• Experience with Personify MC Trade (formerly Atlas) or similar membership management software
• Experience with Zoom and virtual meeting platforms
• Basic bookkeeping or accounting software knowledge
• Familiarity with chamber of commerce, nonprofit, or association operations

PHYSICAL REQUIREMENTS

• Minimal physical effort required for office-based work
• Ability to speak, hear, and use hands to operate standard office equipment
• Vision requirements include ability to read and analyze documents and use a computer for extended periods
• Occasional lifting or carrying of objects up to 30 pounds
• May require occasional visits to member businesses and local stakeholders

COMPENSATION AND BENEFITS

• Competitive salary, commensurate with experience
• Comprehensive benefits package includes:
• 401(k) retirement plan with 5% employer match
• Medical insurance
• Life insurance
• Short and long-term disability insurance
• Paid vacation, generous holiday and PTO time
• Professional development opportunities

TO APPLY

Please submit resume, cover letter, and salary requirements via email or this online jobs board attention:

HUMAN RESOURCES

North Central Massachusetts Chamber of Commerce

860 South Street

Fitchburg, MA 01420

No telephone calls please. Position open until filled.

The North Central Massachusetts Chamber of Commerce is an equal opportunity employer committed to building a diverse and inclusive workforce. We encourage applications from candidates of all backgrounds and experiences.