Middlesex 3 Coalition · 9 hours ago
Administrative Assistant
Billerica, MA
Contract
Onsite
New Grad, Entry LevelMiddlesex 3 Coalition is a regional economic development organization committed to fostering economic growth in Middlesex County, Massachusetts. The Administrative Assistant provides essential administrative and bookkeeping support to ensure the smooth functioning of the organization, assisting with event coordination and member engagement.
CharityGovernmentInfrastructure
Hiring Manager
Stephanie Cronin
Responsibilities
Provide administrative support to the Executive Director and Coalition team
Maintain organizational documents, membership materials, and internal files
Manage HubSpot, Mailchimp, and other CRM tools to support accurate records and member outreach
Coordinate vendor, supply, and catering needs for meetings and events
Support planning and logistics for meetings, events, and working groups
Assist with coalition communications, including meeting notices, agendas, minutes, and follow-up
Support grant reporting, meeting note-taking, and internal coordination
Manage scheduling and communications using Google Workspace
Assist with planning and logistics for Middlesex 3 events, programs, and committee meetings
Attend all Middlesex 3 events in person (typically weekday mornings) and support setup, registration, breakdown and on-site logistics
Create and organize event materials and coordinate event supplies
Assist with processing and tracking payments for events, memberships, and grants, and help organize financial records, receipts, and basic documentation
Support the preparation of events and grant-related financial reports for leadership
Coordinate with the Billing Manager on membership activations and renewals, including invoicing, outreach, and follow-up
Support outreach to current and prospective members as part of engagement and retention efforts
Track and compile basic reports on membership activity and event participation
Maintain confidentiality of organizational and member information
Perform other duties as needed to support the Coalition team
Qualification
Required
Familiarity with Google Workspace (Docs, Sheets, Drive, Calendar)
Familiarity with Canva
Familiarity with Squarespace
Familiarity with HubSpot
Familiarity with QuickBooks
Familiarity with MailChimp
Strong organizational skills and attention to detail
Ability to work independently, manage multiple priorities, and meet deadlines
Excellent communication and interpersonal skills
Comfort engaging with business and municipal stakeholders
Willingness to learn new tools and systems
Ability to handle confidential and sensitive information
Preferred
Experience with the platforms listed above
Flexible, proactive, and solutions-oriented work style
Company
Middlesex 3 Coalition
Middlesex 3 Coalition is a charitable organization that promotes economic development, job growth, and retention and modifies the tax base.
Founded in 2012
2-10 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase