Operations & Administrative Assistant - Collaborative for Educational Services - NORTHAMPTON

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Collaborative for Educational Services
97 Hawley Street
NORTHAMPTON, MA 01060
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Company Description:

We are a non-profit educational service agency, committed to reaching and educating learners of all ages, and experienced in working with educators to help students learn and succeed.  

We are dedicated and collaborative teams of educators and professionals committed to supporting teaching excellence and student success. We know that everyone is a learner from the day they are born, and we know how to create classrooms and other environments in which every learner can flourish. Our goal is to reach, inspire, support and educate children, youth and adults, and help others to do the same.

Above all, students are at the heart of our work.

Founded in 1974, we are governed by representatives from our 37 member school districts in Hampshire and Franklin Counties. We work with children, youth and adult learners; families; schools, districts, and educators; and community members in the Pioneer Valley and across Massachusetts to create and improve educational opportunities both in and out of the classroom and ensure that every child has the opportunity to achieve their full potential.

CES directs major initiatives in Early Childhood, Special Education, After School Programs, Professional Development, and the education of vulnerable youth.

Operations & Administrative Assistant
$39,600 - $59,400 Per Year
NORTHAMPTON, MA
Full Time
Administrative/Clerical/Data Entry
Customer Service
Office and Administrative Support
Associate Degree
Preferred
2+
Preferred

Are you ready to be the welcoming presence and reliable daily anchor for our central office staff? As our Operations & Administrative Assistant, you will manage the essential office logistics and daily coordination that keep our staff supported and our agency running smoothly. 

You will play a vital role in creating a warm, organized, and collaborative environment for colleagues, school district partners, and community members. If you are a mission-driven professional who thrives on variety, takes pride in purposeful work, and wants to use your operational talents to uplift educational communities, this role offers an opportunity to make a tangible difference every day.

CES Values

At CES, we value equity, bridging, and belonging. We work intentionally to build strong, responsive partnerships with schools and districts that empower every student and educator to thrive.

As an equal opportunity employer, we actively cultivate a team reflecting a wide range of identities, cultures, languages, and lived experiences. We recognize that excellence takes many forms - if you share our commitment to transformative education, we strongly encourage you to apply, even if your path doesn't match every traditional qualification. Your unique background, skills, and perspective are welcomed here.

What You Will Do

In this role, you will balance core administrative duties, facility coordination, and program support to help our entire team thrive:

  • Welcome and Connect: Greet guests, answer phone calls, and foster a professional, welcoming environment for everyone who walks through our doors.
  • Keep Communication Flowing: Manage shared agency resources, including organization-wide calendars, room reservations, phone directories, and voicemail systems.
  • Provide Administrative Support: Draft correspondence, compile meeting materials, prepare reports, and maintain files (digital and paper). You will also offer essential administrative coverage during staff absences or peak activity periods to ensure operational continuity.
  • Maintain Our Shared Spaces: Oversee common areas, kitchens, and conference rooms so they remain safe, tidy, and inviting. Coordinate the purchasing, inventory, and stocking of office, kitchen, and program supplies. Support on-site events and workshops by setting up meeting spaces and coordinating refreshments.
  • Coordinate Mail: Handle incoming and outgoing mail and packages, maintain postage records.
  • Support Grants and Purchasing: Prepare purchase requisitions and support administrative logistics for grant initiatives.
  • Build Community: Assist with employee recognition, wellness efforts, and organizational celebrations that support a positive work culture.
  • Associate's degree in Business Administration, Communications, Office Administration, or a related field; or equivalent experience.
  • One (1) to three (3) years of progressively responsible administrative, customer service, or office support experience.
  • Excellent customer service, interpersonal, and communication skills.
  • Strong organizational skills and attention to detail.
  • Ability to prioritize multiple tasks while maintaining accuracy and professionalism.
  • Ability to maintain confidentiality and exercise sound judgment.
  • Proficiency with Google Workspace, Microsoft Office, Zoom, Microsoft Teams, and related office technologies.
  • Ability to learn and effectively use agency software systems.
  • Reliable transportation for occasional travel between agency locations and local errands, such as mail delivery or supply pickup.
  • Ability to work occasional early morning, evening, or special event hours as needed.
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