Executive Assistant to MTA Leadership

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. 

Submit a cover letter and resume to join the team.

   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:

• Maintain 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.
• Set up conference calls with outside groups and staff for the EDT, President, and Vice President.
• Coordinates and schedules travel for the Executive Director/Treasurer, President, and Vice President.
• Disseminate information and materials in accordance with established policies and procedures.
• Attends management meetings and takes minutes for follow-up.
•  Assist in creating written reports for the president, VP, and EDT for the Board and Executive Committee (EC).
• Review division bills, including those of outside counsel and professional consultants, for EDT approval.
• Prepares materials, 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
• Review requests for leave, vacation, sick leave, and activity reports submitted by the management team.
• Prepares and submits monthly leave reports for the management team.
• Process 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 the 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, handle 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 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.