Careers

Join the Mary Lyon Foundation’s team

Executive Assistant Job Description

Position Summary:
Reporting to the Executive Director of the Mary Lyon Foundation, this part time hourly position supports the work of the Foundation’s Executive Director, Board of Trustees and Business Manager.  He/she assists in organizing, coordinating, and implementing a range of activities to help the foundation achieve its mission.  Duties include administrative responsibility for the foundation’s day-to-day operations such as maintaining computer/phone systems; preparing mailings, processing daily mail and gifts; maintaining a daily presence on the website and social media platforms; interfacing with the School’s administration, faculty and students; collaborating with the public; and executing integrated communications initiatives that highlight student success and promote the Foundation’s visibility and reputation at the local and regional level.

Experience with:
Fundraising databases
Google suite and platforms
Excel
Quickbooks
Canva
WordPress websites
Social media 
Event Planning

ESSENTIAL FUNCTIONS:

  • Manage day-to-day office operations including, but not limited to, smooth operation and maintenance of computer, internet and phone systems
  • Answer phones, and field or respond to messages
  • Assist with email correspondence and follow up
  • Pick up and process all mail, including checks, at the direction of the executive director
  • Maintain and update all cloud-based data files including, but not limited to, mailing lists, minutes, and all other essential files
  • In collaboration with the Executive Director and Business Manager, organize, maintain and update the foundation’s paper files
  • Provide administrative support to the executive director
  • Assist with and attend events as assigned
  • Assist with planning and management of fundraising/campaign initiatives and events as assigned
  • Maintain database of foundation’s donors
  • Maintain the foundation’s online calendar, schedule meetings, and book events
  • Oversee foundation’s correspondence, including donor acknowledgements, bulk mailings (annual and campaign), mail merge, and personal letters generated by staff, board, and sub-committees
  • Develop and maintain positive relationships with the school its  administration, faculty and staff as well as with donors, the public, businesses, and others to promote the foundation’s visibility and advance its positive reputation
  • Prepare reports, presentations, correspondence, etc., as requested by the Executive Director
  • Perform other duties as assigned by the Executive Director

QUALIFICATIONS:

  • Minimum of 3 years’ experience in high-level executive/administrative support. Associate degree preferred
  • Proof of strong writing skills with the ability to accurately proofread and edit correspondence and produce sophisticated and effective emails, letters, event correspondence, gift proposals and agreements, and other communications relevant to the position 
  • Excellent interpersonal communication skills including the ability to interact effectively and create and maintain harmonious relationships with a diverse population of staff, faculty, students, and off-campus constituents
  • Ability to work effectively under pressure and varying situations with a high degree of independence and initiative, competent judgment, confidentiality, and discretion
  • Advanced computer skills, including but not limited to, Microsoft Office Suite, cloud-based Google Suite, Quickbooks, Facebook, and prospect management software, with the ability to produce documents, reports, and mail merges.  
  • Skill in maintaining the website and graphic design
  • The ability to master new software applications and technologies in database management.
  • Advanced expertise in the functional use of Excel (formulas, graphs, etc.) and Word are required (mail merges, report generation, etc.). 
  • Advanced project management and organizational skills. Excellent problem-solving skills and collaborative work style.
  • Highly organized, detail oriented, with the ability to work independently and efficiently in a multi-task environment to carry out assignments in a timely manner, balancing the demands of concurrent and potentially competing projects.
  • Must be focused, motivated to learn, and flexible to change. 
  • Initiative, good judgment and sensitivity to confidential information required. 

TO APPLY:
The review of applications will begin immediately.
Email resume or cv, and three professional references to office@marylyonfoundation.org 

Learn about the Mary Lyon Foundation

It is with great pride that the foundation recently celebrated its 30th year of providing invaluable resources to students, families, and educators in the nine hilltown communities of northwestern Massachusetts. As the Foundation embarks on another thirty years of service to our community, our mission is at the heart of all that we do to support our community.

Mission Statement: We promote student success by mobilizing community investment in services and programs that create positive educational outcomes.

Vision Statement: We prepare students to be ready to learn; to succeed academically, socially and emotionally; and to thrive in the wider world.

The Mary Lyon Foundation Inc. was established in 1990 and incorporated on March 8, 1991.

Who was Mary Lyon (1797–1849)

Born on a small farm in Buckland, Massachusetts, and possessed of a prodigious mind from an early age, Mary Lyon was supported by her family and community in her quest for knowledge. By age seventeen she was a teacher herself, and soon after that a teacher of teachers.

While still in her twenties she founded a school in Buckland that rapidly drew perhaps as many as one hundred girls from the surrounding hilltowns. Drawing strength from the hills near Buckland, she fought for and achieved the principle of permanence for an institution of higher learning for women. She established Mount Holyoke Female Seminary (later Mount Holyoke College) in South Hadley, Massachusetts in 1837, creating the first institution of higher learning for women. Many of her pupils became teachers in the one-room schoolhouses of New England, pioneer teachers of the westward expansion or missionaries who traveled as far away as Hawaii and Persia.

Banner image description: Mohawk Trail Regional School students at the Annapolis Music Festival Trip, led by Scott Halligan, partially funded by a Mary Lyon Foundation Mini-Grant.