Masis Professional Group has partnered with a local college in Chicopee, MA and is seeking an Executive Assistant. This role is a temporary contract position from January 2026 -August 2026.
Job Summary
The Executive Assistant to the President provides office management, reception, and a high level of administrative assistance and support for the President of the College. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President and senior management teams. Provides exceptional meeting planning support for the Board of Trustees and the President. Specifically, the position is responsible for providing meeting assistance to the President. Meeting responsibilities include, but are not limited to, organizing meetings and events. The administrative responsibilities include supporting, compiling and distributing materials for board meetings and filing maintenance of board documents.
Supervisory Responsibilities
May be assigned supervisory duties from time to time.
Duties/Responsibilities
- Provides a broad variety of administrative tasks for the President, including managing an extremely active calendar of appointments, travel, meetings, lunches, and special events, and composing and preparing correspondence and memos that may be confidential.
- Organizes and establishes the workload and priorities of the office, and handles sensitive and confidential information.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral or response.
- Prioritizes conflicting needs, handles matters expeditiously, and follows through on projects to successful completion, often with deadline pressures.
- Retrieves and delivers mail. Performs basic bookkeeping functions, including processing check requests and invoices. Monitors the expenses against budgets related to the Office of the President, the Strategic Initiative Reserve, and the Board of Trustees. Submits and follows up on work orders and purchase orders.
- Participates as a member of the Executive Team, including scheduling meetings, attending all meetings, preparing the agendas, and maintaining minutes of Senior Management Team meetings.
- Serves as the Clerk to the Board of Trustees with the highest level of professionalism and maintaining a high level of discretion and confidentiality.
- Adheres to compliance with applicable rules and regulations set by laws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
- Attends all Board meetings, takes, distributes and maintains minutes of all Board meetings.
- Other duties as may be assigned by the President.
- Alongside the Institutional Advancement team, manage aspects related to presidential-level events related to planning, promotion, and execution.
- Manages various aspects of communication for the President's Office, including drafting correspondence, remarks, and coordinating a monthly Newsletter from the Office of the President.
- Ability to exercise good judgment in a variety of situations, strong written and verbal communication to diverse populations, and administrative and organizational skills.
- The ability to perform and prioritize multiple tasks with exceptional attention to detail.
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including faculty, staff, students, board members, external partners and donors.
- Ability to initiate, anticipate, and respond to requests in a timely manner.
- Ability to handle highly sensitive and confidential information and use discretion and sound judgment.
- Deal collaboratively and effectively with others.
- Proficiency with MS Office and ability to learn College systems.
- Ability to work as a team player as well as independently with minimal supervision.
- Excellent time management skills to ensure that multiple competing priorities and tasks will be handled appropriately and accomplished in a timely, accurate fashion.
- Calm, friendly, professional manner.
- Must maintain a high standard of accuracy in creating and maintaining data, records, and report information.
- Ability to operate standard office equipment.
- Must be dependable and able to work a flexible schedule outside normal business hours, which may on occasion involve evening and/or weekend work.
- Knowledge and commitment to the mission of the College.
Education and Experience
- Associate's degree required; Bachelor's degree preferred.
- Five (5) to seven (7) years' experience supporting executive-level management, preferably in higher education.
Physical Requirements
- Requires an equal amount of standing, sitting, walking, bending, stooping, climbing multîple levels of stairs, light lifting, near vision and manual dexterity to perform essential functions.
- Requires the ability to travel between buildings on campus with exposure to inclement weather conditions.
May require driving or travelling to locations in the local and outside the local area on official college business
