Executive Assistant & Office Manager

Job Summary

The Executive Assistant and Office Manager gives executive-level administrative support to the Executive Director and runs MVHP’s day-to-day office operations. This key role keeps the office running smoothly, keeps communication clear, coordinates work across the organization, and supports staff, leadership and the Board of Directors. This person is also the welcoming first point of contact for the clients and visitors who come through our doors.

The right candidate is professional, discreet, reliable and resourceful, with sound judgment and the initiative to anticipate needs before they come up.

To apply: email your resume and a brief cover letter to jobs@mvhp.org

Key Responsibilities

Front Desk and Client Services

• Serve as the first point of contact for MVHP, greeting walk-in clients and visitors with professionalism and warmth
• Answer the main phone line, route calls and take messages
• Respond to general inquiries about MVHP programs and direct clients to the right staff member
• Manage incoming and outgoing mail and deliveries
• Maintain a clean, welcoming reception area

Executive Support

• Manage the Executive Director’s calendar, appointments and scheduling priorities
• Coordinate meetings, conference calls, Board meetings and organizational events
• Prepare correspondence, reports, meeting agendas, presentations and supporting documents
• Record and distribute meeting minutes
• Maintain confidential records and sensitive organizational information
• Support special projects identified by the Executive Director

Office Management

• Oversee daily office operations and administrative procedures
• Manage office supplies, equipment, vendors and facility needs
• Maintain office filing systems and organizational records
• Coordinate administrative workflows and office processes

Board and Organizational Support

• Coordinate logistics for Board of Directors and committee meetings
• Prepare Board packets and supporting materials
• Maintain official organizational and Board records
• Track follow-up on Board and leadership action items

Program Staff Support

• Provide administrative support to MVHP program staff
• Assist with scheduling, reports, document preparation, workshops and agency activities
• Support organizational recordkeeping and data management

Event Coordination

• Coordinate logistics for workshops, community events, fundraisers, Board meetings and agency functions
• Manage registrations, event materials, vendors and event preparation
• Support post-event reporting and follow-up

You’ll Also Support

MVHP’s communications, including social media content that promotes our homeownership programs, workshops, events and fundraising, as well as website updates, e-newsletters and outreach.

Other Duties

Perform other duties as assigned by the Executive Director.

To Be Successful in This Role, You Will Have

• 2–3+ years of experience in executive support, office management or a similar administrative role, or an equivalent combination of education and experience
• Exceptional organizational and time-management skills, with the ability to juggle competing priorities
• Excellent verbal and written communication skills
• Discretion and the ability to handle confidential information
• Proficiency in Microsoft 365 (Outlook, Word, Excel and Teams)
• Comfort working independently and taking initiative
• A warm, professional, client-focused presence

Don’t meet every qualification? We encourage you to apply anyway. We value transferable skills and know great candidates come from many backgrounds.

The Ideal Candidate Will Also Have, or Be Willing to Develop

• Experience supporting a nonprofit Board of Directors
• Social media management and content creation skills (Canva experience a plus)
• Experience with Salesforce or other CRM/database systems
• Event planning experience
• Familiarity with affordable housing or community-based nonprofits
• Fluency in Spanish preferred

Expected Hours of Work

Monday – Friday, 8:00 a.m. – 4:00 p.m., in person. Occasional evenings and weekends for Board meetings, workshops and events, with advance notice.

Benefits

• Health, dental and vision insurance
• Health savings account
• 401(k) with employer match
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance

About the Organization

The Merrimack Valley Housing Partnership (MVHP) is a nonprofit organization dedicated to promoting responsible homeownership. Founded in 1986, MVHP has become a leader in homeownership education. It offers comprehensive training and counseling and connects prospective buyers to down payment assistance and specialty mortgage programs. MVHP has reached over 25,000 families, contributing significantly to sustainable homeownership in the Merrimack Valley region and beyond. We aim to help families achieve their homeownership dreams while strengthening local communities.

MVHP is an equal opportunity employer committed to fostering a diverse, equitable and inclusive workplace. We do not discriminate based on race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other characteristic protected by law. We believe a diverse workforce strengthens our organization and our ability to serve our community.

To apply: email your resume and a brief cover letter to jobs@mvhp.org

• Health, dental and vision insurance
• Health savings account
• 401(k) with employer match
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance

Spanish proficiency preferred