The Massachusetts Assisted Living Association (Mass-ALA) is a not-for-profit association dedicated to supporting certified assisted living residences in Massachusetts which provide housing and services for individuals with varied needs and income levels. Mass-ALA provides information, education, and advocates on behalf of its members and the seniors they serve. Mass-ALA promotes a model of care which treats all residents with dignity, provides privacy, and encourages independence and freedom of choice. We are currently seeking to fill the position of Executive Assistant.

The Executive Assistant reports directly to the President/CEO and is responsible for the day-to-day office functions and other administrative duties. The person in this role will be responsible as: the staff liaison to bookkeeping consultants, the primary staff member responsible for updating and maintenance of various member and financial databases, staff person responsible for all office maintenance services, and general accounts payable/receivable such as remote banking, invoice processing and reporting.

Specific Duties Include:

• Serve as the primary contact via telephone and email for general inquiries, training events, and accounts payable/receivable questions.
• Provide professional copy editing for internal and external communications.
• Order supplies and equipment as needed.
• Oversee maintenance of all office and computer equipment.
• Gather and distribute all incoming mail.
• Maintain relationships with vendors and service providers.
• Maintain and track employees' leave time.
• Work with other Mass-ALA staff to complete outgoing mass mailings as needed.
• Maintain member database by updating membership information, generating invoices, and entering payments.
• Upload and track all payables in Mass-ALA’s accounting software.
• Remotely submits bank deposits electronically and track deposits by keeping a daily log which is submitted to Mass-ALA’s outside accounting office.
• Provide administrative support to the President/CEO by scheduling meetings, tracking assignments, and completing assigned special projects.
• Provide administrative support to the Board of Directors and various committees.
• Provide administrative support for all Mass-ALA events by coordinating all attendee registrations, payments and preparing any event material required.
• Provide on-site registration for Nurses Training, Regulations Training, Annual Conference, Awards Dinner, and additional events as needed.
• Provide backup for website posting and maintenance.
• Other duties may be assigned as needed.

Requirements:

• Proficient with the Microsoft Office Platform
• Strong verbal and written communication skills
• Strong organizational skills
• Ability to work in a small office environment and be a self-starter and team player
• Minimum of 3 years full-time office administrative experience

Desired qualifications but not required:

• Proficiency in WordPress
•  Bachelor’s Degree
•  Experience working in customer service or member/stakeholder relations at a not-for-profit organization, trade association, or elder services organization
•  An interest in public service, public policy, and improving the lives of older adults

Other details

• Benefits include health and dental insurance. 401k employer match, and accrual of vacation and sick time.
• Office hours are Monday-Friday 9AM-5PM with flexibility for some remote work and event-driven in-state travel.
• Valid Massachusetts Driver’s license and access to a vehicle are required.
• To apply, please submit a resume and cover letter to cgreenberg@mass-ala.org.

Mass-ALA is an equal opportunity employer. In order to provide equal employment and advancement opportunities to all individuals, employment decisions at Mass-ALA are based on merit, qualifications, and skills. 

Mass-ALA is committed to a policy of non-discrimination and equal opportunity for all employees and qualified applicants without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, ancestry, age, physical or mental disability, genetic information, veteran status, military service, application for military service, or any other status protected by applicable law.  Mass-ALA will make reasonable accommodations for qualified individuals with known disabilities, in accordance with applicable law.

This commitment is evident in all aspects of Mass-ALA’s employment practices and policies, including recruiting, hiring, job assignment, promotion, compensation, discipline, discharge, benefits, and training.