Job Description

Massachusetts Teachers Association

Executive Assistant to MTA Leadership

Based in Quincy, MA

Company Name: Massachusetts Teacher Association
Position Title: Executive Assistant to MTA Leadership
Location: Quincy, Massachusetts 02171 United States

Who we Are:
The Massachusetts Teachers Association (MTA) represents over 117,000 members and nearly 400 locals across the state and employs a full-time staff of over 150. Our members are public school teachers, faculty, professional staff, and education support professionals working at public schools, colleges, and universities. As a member-driven organization and the largest union in New England, our collective power makes MTA an influential voice for educators, students, and their communities. We are proud to be an advocate for social, racial, and economic justice and for a public education system that provides one of the cornerstones of a democratic society.

Overview of Position:
The Executive Assistant provides administrative and project support with minimal supervision to the Executive Director /Treasurer (EDT), President and Vice President.

Essential Job Functions:

• Provides high-level administrative and project support for the Executive Director-Treasurer (EDT) President, Vice President, and other staff as assigned.
• Ability to handle and maintain confidential information.
• Alerts EDT, President, and Vice President to potential issues in cooperation with Governance Assistant.
• Serves as liaison with Board of Directors (BOD), local affiliate leaders and elected officials.
• Works as part of a team with Governance staff and assumes any duties typically performed by the Governance Assistant and Governance Specialist, as needed.
• Prepares timely correspondence and reports on own initiative from rough draft or notes.
• Greets visitors and staff, routes telephone calls and mail.
• Maintains responsibilities with a positive, cooperative attitude.

Specific Responsibilities:

• Maintains familiarity with organizational policies and activities.
• Provides administrative assistance in the areas of labor relations and personnel matters.
• Prepares reports requested by the MTA Leadership using information in MTA databases.
• Follows-up with staff on the status of reports, projects and assignments.
• Maintains EDT, President, and Vice President calendars and monitors emails.
• Sets up conference calls with outside groups and staff for EDT, President and Vice President.
• Coordinates and schedules Executive Director/Treasurer, President, and Vice President travel.
• Disseminates information and materials in accordance with established policies and procedures.
• Attends management meetings and takes minutes for follow-up.
• Assist to creates President, VP and EDT written reports to Board and Executive Committee (EC).
• Reviews division bills including outside counsel and professional consultants for EDT approval.
• Prepares materials and assists at meetings, conventions and conferences, records notes, and prepares accurate meeting minutes.
• Assists EDT in preparing management evaluations.
• Reviews union leave requests for approval.
• Prepares requests for payments and management voucher approvals.
• Approve Board and Executive Committee expenses vouchers
• Reviews requests for leave, vacation, sick and activity reports submitted by the management team.
• Prepares and submits monthly leave reports for management team.
• Processes vouchers over 21 days old, AMEX charges and travel approval for all staff.
• Handles electronic document filing for EDT and Governance and Administration (G&A).
• Prepares EDT, President, and Vice President expense vouchers and leave reports.
• Maintains familiarity with budget and budget process, particularly as it applies to G&A.
• Provides administrative support to Board Bargaining Team, ABC, CEED and HCR as needed.
• Performs other duties as needed.

Qualifications:

• A minimum of five years of recent administrative support experience reporting to an executive-level professional in a lead role.
• College degree preferred.
• Excellent written and verbal communication skills.
• Strong MS office skills; must be able to create and maintain multiple Excel spreadsheets.
• Previous experience using databases for entering information and running reports.
• Ability to manage a diverse workload, handles multiple tasks simultaneously, and must be responsive to deadlines.
• Exceptional interpersonal skills, strong attention to detail, superior organization skills and a high-level of dependability.
• Willingness and ability to work outside of standard business hours, including some nights and weekends.
• Ability to work with a variety of managerial work styles and communicate with members and the public with confidence.
• A valid driver’s license is required for occasional travel to offsite meeting locations.

MTA reserves the right to waive any qualifications at its discretion*

The MTA is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all staff.

Apply Here:

PI267292637

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