Administrative Assistant

Background

Mill Cities Community Investments (MCCI) brings financial resources and technical assistance to businesses in the Merrimack Valley. MCCI is a Community Development Financial Institution (CDFI). CDFIs are private-sector financial organizations with community development as their main goal. CDFIs are different from conventional financial institutions because they have in-depth knowledge of their communities. And they work closely with their customers and community leaders. MCCI often teams up with traditional banks to develop innovative ways to deliver loans, investments, and financial services. This includes jointly funding community projects.

Summary

The Administrative Assistant provides direct support to the Executive Director (ED) and the leadership team (as directed) and manages a dynamic office environment, providing a high-quality office and employee experience. Reporting to the Sr. Director of Strategy and Operations, the Administrative Assistant, is responsible for a variety of important administrative and operational functions. Serving as an administrative liaison to the Board of Directors (alongside the Sr. Dir of Strategy and Ops), the EA organizes and coordinates executive outreach and external relations efforts.

The Administrative Assistant will manage a rapid flow of work, handling many daily tasks spanning multiple projects, and must be extremely personable with internal and external constituents. The Administrative Assistant must be a reliable and creative self-starter and demonstrate sound judgment and discretion while also possessing a humble nature and high level of maturity, carrying out essential office functions and providing recommendations on improvement opportunities. A successful candidate is exceptionally organized, detail-oriented, and possesses highly developed interpersonal skills, strong judgment, and tact, and finds fulfillment in providing administrative, operational, and logistical support, helping to maximize the Executive Director and leadership staff time and ensuring the office is functioning smoothly, effectively, and efficiently.

Responsibilities

Administrative

● Manage the administrative functions of MCCI and swiftly responds to internal and external inquiry and triages appropriately.

● Maintains confidentiality and compliance appropriately to meet the needs of MCCI regulations.

● Preparing and managing expense reports and financial reports such as credit card reconciliation and electronic payment management.

● Assist the Executive Director in entering and retrieving data from the CRM system (Salesforce).

● Complete meeting material preparation (printing, organizing, and compiling documents for the executive director, leadership team, and other members of the organization as directed); support the development of visual presentations and informational briefings for internal meetings, special projects, and activities (as directed).

● Complete a variety of office management tasks, including overseeing and managing general office inquiries, mail distribution, and coordinating logistics for office meetings/gatherings.

● Manage and maintain inventory of assets, pertinent annual announcements, training reporting, recurring staff communications, and activities.

● Facilitate exceptional follow-through on special projects, to successful completion, often with deadline pressures.

● Provides administrative support for the disbursement process, including check printing and managing obtaining ED approval and signature

● Handles confidential and non-routine information and explains organizational policies when necessary.

● Prioritize conflicting needs; handle matters expeditiously, proactively, and with excellence; be a strong representative for the Executive Director and MCCI.

Scheduling

● Managing/scheduling the Executive Director’s extremely active day-to-day calendar of appointments, coordinating with internal staff and a wide range of external stakeholders and audiences, and ensuring that the appropriate follow-ups occur and ED is informed of all commitments and deadlines.

● Schedule and coordinate staff meetings and internal meetings between staff and the Executive Director, including managing and distributing agendas and pertinent meeting notes/minutes.

● Arrange complex activities such as meetings and conferences and detailed travel plans, itineraries, and agendas; maintain an organization-wide calendar of events.

Relationship Management

● Managing contact information, contact list management, and reporting through CRM and list management platforms (Constant Contact).

● Serves as primary technology liaison between IT support and organization; maintains administrative management of internal systems and programs.

● Manages external vendor relationships, keeping track of required documentation and contract renewals, such as lease, copier supplier, etc.

Board Management

● Serve as the administrative liaison to MCCI’s Board of Directors (BOD), inclusive of setting the yearly calendar of meetings and events, scheduling committee meetings, taking minutes, distributing materials, and coordinating logistics for both full BOD and Committee meetings.

● Support the Executive Director and Sr. Dir of Strategy and Ops to ensure compliance in board matters, making sure all necessary materials and information are up to date and filed appropriately.

Requirements

● High school degree.

● Associate’s degree preferred.

● Bilingual speaking – Spanish and English. Excellent verbal and written communication skills required in English and Spanish

● Outstanding communication and interpersonal skills, including experience working directly with users and collaborating across internal and external lines of business.

● 2 plus years of experience in administrative roles.

● 1-2 years experience with calendar management.

● Preferred 1-2 years of proven executive or board preparation experience in a small to medium size business environment or not-for-profit.

● Proven in working independently and remotely.

● Experience with Google Suite, Calendar scheduling, etc.

● Proven knowledge, experience, and proficiency in various operating systems as well as Microsoft Office.

● Must be highly collaborative and effective in working across a wide array of team members and clients.

● Capability to interact with, support, and participate as a back-office team member.

● Strong decision-making and organizational skills.

● Reliable, detail-oriented, and highly motivated.

● Must exhibit an excellent service attitude and be willing to go out of their way to accommodate the clients and exceed their expectations.

● Flexible and responsive, with the ability to adapt to rapid change in direction or business priority

● Outstanding communication and interpersonal skills, including experience working directly with users and collaborating across internal and external lines of business.

● Knowledgeable and experienced enough to step right into a fast-paced work environment.

Compensation and Benefits

Classification: Non-Exempt (Hourly)

Status: Full-Time

Salary Range: $50K-$55K

Location: Lawrence, MA – Hybrid & Flexible Schedule

Schedule: Monday – Friday from 9 AM-5 PM

Reports to: Sr. Director of Strategy and Operations

How to Apply

Email a resume and cover letter to careers@mccinvest.org.