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Office Coordinator

  • Date Posted:July 6th, 2017
  • Contact Email:
  • Address:465 Waverley Oaks Road Waltham, MA 02452

Job Description

Come join a dedicated and dynamic team that supports assisted living residences across Massachusetts.

Founded in 1990 and located in Waltham, MA, the Massachusetts Assisted Living Association (Mass-ALA) is the non-profit, membership trade association dedicated to supporting 220+ certified and professionally operated assisted living residences and 100 business partners in Massachusetts that provide housing and services for individuals with varied needs and income levels.


With assets of $1.4 million, Mass-ALA serves as the advocacy, education and information and networking resource to the assisted living industry. To learn more us, visit We are looking for someone who enjoys working in a mission-driven, fast-paced growing organization where we work on multiple projects in complex environments serving varied constituents. We are looking for a smart, talented ambitious individual who is committed to collaboration, innovation and action!

Salary and Benefits are competitive and include health, dental, retirement plan with employer match and paid holidays, vacation, sick and personal time.

Educational reimbursement available.

Easy commute within Routes 128 and 90 (Mass Pike) and free parking.


1. Coordinates all administrative aspects of office operations including, but not limited to:

a. Answer phones and handling incoming calls, inquiries, and complaints

b. Order supplies and monitoring inventory on a regular basis

c. Oversee maintenance of all office and computer equipment

d. Manage and coordinate all incoming mail as well as mailings (e.g, marketing, membership)

e. Provide clerical support to president and board of directors

2. Provide administrative and logistical support before, during and after all association events including: educational programs, networking events, advocacy days, annual conference and trade show, annual dinner and others as determined by Mass-ALA management.

3. Coordinate and handle for all of the staff logistical operations for:

a. Registrations for all products and services

b. Contracts and logistics for all speakers, attendees, vendors at event venues

4. Data entry and maintenance of database to keep information accurate.

5. Assist with website content development and implementation.

6. Other duties may be assigned as needed.


At least two years’ work experience and an Associate’s degree or equivalent experience are required.

Must be a self-starter who is able to work in a fast-paced environment and multitask effectively.

Strong verbal and written communication, organizational and customer service skills are essential.

Planning, organizing and multitasking are a must for this complex, multi-layered environment.

Attention to detail and a high level of accuracy are expected.

Proficiency with all Microsoft Office products, especially Excel required.

Strong database management, preparing operational reports and other technical skills is a must.

Demonstrated proficiency in working with information for websites required (e.g., WordPress).

Experience with Survey Monkey, Constant Contact, Adobe Illustrator and other similar programs, and HTML strongly preferred.

Reports To:

This full-time, non-exempt position reports to the Chief of Staff / Director of Operations and is responsible for general office administration and coordination, general maintenance of all office equipment and technology, and supporting staff with projects, including administrative support to the president and board of directors.

The position is also responsible for coordinating logistical operations, registrations for events, production and distribution of products and services and coordinating and conducting mailings.

This includes maintenance of and data entry within the Mass-ALA database and website.

Position Supervises:



Monday through Friday 8-5.

Hiring Process:

To Apply:  Please submit by Monday, July 24, 2017 a descriptive cover letter and current resume that discusses your interest and expertise for this position.

Reply to No phone calls please.

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