Job Description

Job Description

Executive Assistant

Location: Springfield, MA (Full Time Hybrid – 4 days in office, 1 day remote)

Compensation: Commensurate with experience

Application: Submit cover letter and resume to fitore@masisprofessional.com

A respected private Foundation in Hampden County is seeking an experienced and highly organized Executive Assistant to support the day-to-day operations of a dynamic philanthropic team dedicated to improving outcomes for children and families in the region. The Foundation is looking for someone who is a detail-oriented, tech-savvy professional who thrives in a collaborative environment and is passionate about supporting community-based work. The Executive Assistant will report to the Program Officer and collaborate closely with the full team to support internal operations, grantee relationships, and board coordination.

Key Responsibilities:

Foundation Communication & Infrastructure

• Maintain and improve systems that support team communication and collaboration using Outlook, Monday.com, Salesforce, SharePoint, and other tools.
• Monitor local news and community events to keep staff informed and connected to ongoing developments.
• Coordinate board meeting logistics, including scheduling, preparing agendas, and assembling meeting materials.

Grant Administration

• Ensure efficient grant processing from application to disbursement.
• Serve as a first point of contact by managing general inquiries via phone, voicemail, and email.
• Maintain accurate grantee information in Salesforce, including data entry and reporting.
• Coordinate grantee and prospective partner meetings, including scheduling, preparing briefings, and attending when needed.

Qualifications:

• Minimum of 5 years of executive administrative or related experience
• Bachelor’s degree required
• High proficiency with CRM systems (Salesforce preferred), Outlook, SharePoint, and Excel
• Exceptional organizational and time management skills, with the ability to manage multiple priorities
• Demonstrated ability to handle proprietary information with high level of discretion and confidentiality
• Excellent written and verbal communication abilities
• Strong interpersonal skills and comfort working with diverse stakeholders including board members, nonprofit leaders, and community members
• Self-motivated, proactive, and able to work both independently and as part of a small team
• Positive team player with a can-do attitude and willingness to pitch in wherever needed
• Interest in leveraging new technology (including AI) to streamline operations
• Ability to occasionally attend community events across Hampden County

About the Organization:

This Springfield-based private family Foundation is deeply committed to improving the lives of children and families in Hampden County. With decades of service and a strategic focus on early childhood, literacy, education, youth development, and economic development the Foundation partners with both local and statewide organizations to create sustainable impact in the community. Please send your resume and a cover letter to fitore@masisprofessional.com.

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