Executive Assistant/Office Manager

Position Summary: To assist the Executive Director in the daily operation of ACCEPT Education Collaborative (ACCEPT) by relieving them of a variety of administrative matters by providing a wide variety of complex and diversified administrative and secretarial support in a professional and efficient manner while maintaining extreme Required: 1. Associates Degree or higher in Secretarial Sciences/Office Administrations a related field or post-secondary secretarial training.2. Minimum of five (5) years of executive secretarial experience in an administrative office preferably in a school setting.3. Demonstrate proficiency in using electronic office automation equipment.4. Demonstrate proficiency in computer literacy ie. Microsoft Word Excel Google and document automation software.5. Proficient in organizational skills is flexible and is amiable.6. Must have excellent telephone etiquette and be able to handle difficult calls appropriately.7. Excellent verbal and written communication skills including the proven ability to effectively communicate with students and families from diverse backgrounds and experiences.8. Exceptional attention to detail and time-management skills including the ability to triage/prioritize competing needs.9. Other qualifications and skills that may be in the Collaboratives best interest.10. Such alternatives to the above as the Board of Directors may find appropriate and Desired:1. Maintains a strong degree of confidentiality.2. Ability to work independently within the scope of established procedures and applies knowledge of departmental organization programs and goals of the Collaborative to achieve daily tasks.3. Comprehensive knowledge of the functions and operations of the Executive Directors office and the Board of Directors.4. Professional interaction with staff students parents/guardians/caregivers visitors and the public in a manner which creates respect and confidence towards the Collaborative.5. Exceptional grammatical ability.6. The expertise to compose correspondence independently and to prepare reports in an articulate manner.7. The ability to exercise independent judgment and make decisions.8. The capability to understand and carry out complex oral and written instructions. Essential Functions and Responsibilities:1. Coordinate with the Executive Director to effectively carry out the day-to-day Central Office Operations necessary for the smooth functioning of the Collaborative which includes the following duties:Generate requisitions and purchase orders general correspondence such as letters notices memorandums schedules and reports. Prepare meetings and travel arrangements and submission of yearly memberships to professional new administrative assistant the Annual Report with the E.D. and department yearly agreements/contracts with outside organizations consultants professional records of legal actions and pending lawsuits/ and maintain renewal of real property lease Collaborative legislation and compliance with the Collaborative Agreement with member and assist in development of the Mission Statement and Strategic and update Organization Chart and administrate telephone contact the website with the Virtual High School (VHS) contracts current MA Department of Elementary and Secondary Education (DESE) on-line directory administration. Upload documents to questions and give general information in response to public in and complete tasks for administrative assistant personnel who are out whenever directed. These tasks may include but are not limited to addressing and directing incoming telephone calls mail and visitors to the office staff person most capable of efficiently satisfying the regularly to the Executive Director on any developments or problems within the Collaborative that requires his/her awareness or special projects as assigned by the Executive and manage district and vendor contracts and the Records Access Officer (RAO) in compiling and responding to requests for public records in accordance with Massachusetts Public Records certain local state and federal reports and surveys and prepare complete reports for submissions to the requesting create input format organize and edit relevant data as needed or requested and prepare in a usable format for the Executive to Board of Directors requests for information as requested by the Executive Central Office meetings conference and programs as requested including creating a schedule contacting all invited parties preparing agendas and distributing materials to all participants book conference official policy manuals with the E.D. and department heads track policy readings changes and update the manual as needed. 2. Manage the monthly meetings of the Board of Directors which entails the following:Maintain an up-to-date Directory of all members and officers and report the same electronically to Commonwealth departments for on an annual basis a schedule of meetings and posting of same to adhere to Open Meeting Laws. Prepare agendas materials certificates of vote and produce materials packets for meeting distribution to refreshments attend Board meetings record minutes of meetings and publish to the website when records minutes materials and votes taken at all agendas and meeting minutes to the website. 3. Assist the Finance and Operations Department in the following areas:Produce records requested by independent auditors yearly and maintain complete audit files and provide government entities with the final credit card contracts and agreements for signature. 4. Assist the Human Resource Department with the following tasks:Schedule interviews when requested. 5. Assist the Executive Director and VHS Coordinator with contracts invoicing etc. related to the Virtual High School program. 6. Write purchase orders forward invoices and contracts to accounting. 7. With regard to the Collaborative:Manage Annual Report filings with the Secretary of States Office and DESE including change of members/officers in their online information and records requested for yearly independent all records for all properties. 8. With Regard to Office Management:Monitoring office supplies furniture appliances and electronics. Place orders to replenish and maintain copiers and supplies.9. Supervise Receptionist and Manage CafeteriaManage the cafeteria with the phones greet guests fill in for the receptionist. 10. Perform all other duties as required by the Executive Director.

Required Experience:

IC