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Executive Assistant and Membership Coordinator, Boston Library Consortium, Franklin, MA

Posted March 15, 2023

Description:

The Boston Library Consortium (BLC) seeks a full-time Executive Assistant and Membership Coordinator to coordinate the programming, communications, and activities of the BLC Communities and provide administrative support to the Executive Director. Preferred start April 2023.

Founded in 1970, the Boston Library Consortium (BLC) serves public and private universities, liberal arts colleges, state libraries, special research libraries, and public libraries in the northeastern United States. BLC members collaborate to deliver innovative and cost-effective sharing of print and digital content, professional development initiatives, and projects across a wide range of library practice areas.

BLC is an equal opportunity/affirmative action employer and welcomes applicants from diverse backgrounds. All qualified persons are encouraged to apply, regardless of race, color, creed, ethnicity, national origin, ancestry, age, height, weight, sex, gender identity, sexual orientation, disability, HIV status, marital or domestic partner status, or religious affiliation.

You should apply if…

  • You love creating the conditions that foster deeper modes of collaboration
  • You are excited by the challenge of building deeply intentional processes in the many big and little decisions across a coalition of libraries
  • You find joy in building spaces of trust, connection, and shared growth

Responsibilities:

This role’s key responsibilities are cultivating an environment that promotes successful collaboration within and across the BLC Communities and supporting the Executive Director in executing BLC’s strategic priorities. The position reports to BLC’s Executive Director.

Administration

  • Provide executive support for the Executive Director, including scheduling, meeting and travel coordination, and serving as the designated contact and representative for the Executive Director with authority to make decisions within established practice and policies
  • Serve as the primary contact for BLC’s membership, screening correspondence, records, and other documents for appropriate action
  • Independently lead the planning and logistics of online, in-person, and hybrid meetings of the board of directors and its committees
  • Assist in the preparation of meeting agendas, documentation, reports and presentations, and produce minutes for various internal and external meetings, including all meetings of the board of directors and its committees
  • Maintain official business documents, including filings with the Secretary of the Commonwealth of Massachusetts, membership agreements, vendor contracts, board documentation, and other business documentation
  • Manage all credit card and reimbursable expense reporting processes in coordination with the finance and accounting team
  • Perform other related duties and participate in special projects and events as assigned

Communications

  • Develop an effective internal and external communications strategy to promote BLC’s strategic initiatives and champion the value of shared infrastructure, knowledge, and resources at scale
  • Prepare key communications in partnership with the Executive Director and board leadership to advance BLC’s strategic priorities
  • Manage the design and maintenance of BLC’s communication systems, including BLC’s website (Hivebrite SaaS), BLC Groups (Gaggle Mail), and social media (Twitter/LinkedIn)
  • Serve as the primary support contact for issues related to user accounts on BLC’s website and communication systems

Membership Communities

  • Engage and sustain the BLC Communities to promote sharing infrastructure, knowledge, and resources through collaborative projects across BLC’s member institutions
  • Lead the planning and execution of online, in-person, and hybrid meetings of the BLC Communities
  • Manage online collaborative workspaces and maintain records, files, and communications related to each of the BLC Communities using Google Workspace and BLC’s communication systems
  • Maintain guidelines and best practices to maximize the impact of the BLC Communities
  • Manage annual reporting and assessment of all BLC Communities
  • Manage BLC’s Innovation Fund, including marketing and communications, application review processes, project support, and expense management
  • Coordinate with the Program Manager to ensure a complementary portfolio of professional development offerings that anticipates member needs and supports opportunities emerging from the BLC Communities and the BLC Innovation Fund

Requirements

  • A track record of organizing collaborative workspaces and providing administrative support
  • Empathetic communicator with high emotional intelligence
  • Adaptability, with demonstrated experience successfully coordinating both long-term projects and immediate-term, emerging day-to-day challenges
  • Reputation as a highly trusted member of community spaces you’ve previously been in
  • Strong judgment to think critically about everything we are doing and ensure that the BLC’s values are infused across all work
  • Demonstrated knowledge of Google Workplace and basic website maintenance
  • Residence in the New England region, and ability to travel frequently to the member institutions; relocation assistance is available for applicants outside the New England region

Qualifications

  • Undergraduate degree, plus at least three years’ related work experience

BLC recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants presenting other qualifications or experience equivalent to those required will be considered and are encouraged to apply.

Compensation

This is a full-time exempt position with an annual salary of $48,000 to $55,000. Benefits include:

  • Qualified Small Employer Healthcare Reimbursement Arrangement (QSEHRA) providing reimbursements for qualified healthcare, dental, and vision insurance premiums and medical expenses
  • 403(b) retirement account with employer contributions
  • 22 days paid vacation, plus 12 paid holidays, 1 personal day, and 12 days sick leave annually
  • Professional development funds
  • Flexible work schedule – occasional night/weekend hours may be required
  • Remote work with regular regional travel, primarily to BLC’s member institutions

Application Process

  • Within two weeks of application submission, you will be notified if you have been invited for an initial video interview.
  • Within two weeks of completing the video interview, you will be notified if you have proceeded to the final round of interviews.
  • Final round interviews will be scheduled in-person, subject to public health recommendations.
  • Any offer of employment is contingent upon a review of a background check. Adverse results of a background check do not necessarily preclude an applicant from employment with BLC.

To Apply:

https://blc.org/page/were-hiring-EAMC

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