Office administrative assistant Jobs in Lowell, MA

About the job
About the Middlesex 3 Coalition: The Middlesex 3 Coalition is a member-based regional economic development organization representing companies and communities along U.S. Route 3 in Middlesex County, Massachusetts. We are committed to fostering economic development, supporting job growth and retention, diversifying the tax base, and enhancing residents' quality of life. Our members include leaders in local government, business, finance, education, and development who collaborate to promote the region?s competitive advantages and strengthen the corridor's economic vitality.

Position Summary: Reporting to the Executive Director, the Administrative Assistant provides essential administrative, bookkeeping, and coordination support to ensure the smooth day-to-day functioning of the Middlesex 3 Coalition. This role supports the Executive Director and the Middlesex 3 team, assists with event coordination and member engagement, and is well-suited for someone who enjoys collaborative work, attention to detail, and contributing to a mission-driven organization. This is a part-time contract position (10?20 hours per week) and requires in-person attendance at Middlesex 3 events and staff meetings, as well as local travel within the Middlesex 3 region.

Key Responsibilities

Administrative & Coalition Support
- Provide administrative support to the Executive Director and Coalition team.
- Maintain organizational documents, membership materials, and internal files.
- Manage HubSpot, Mailchimp, and other CRM tools to support accurate records and member
outreach.
- Coordinate vendor, supply, and catering needs for meetings and events.
- Support planning and logistics for meetings, events, and working groups.
- Assist with coalition communications, including meeting notices, agendas, minutes, and
follow-up.
- Support grant reporting, meeting note-taking, and internal coordination.
- Manage scheduling and communications using Google Workspace.

Event Support
- Assist with planning and logistics for Middlesex 3 events, programs, and committee meetings.
- Attend all Middlesex 3 events in person (typically weekday mornings) and support setup,
registration, breakdown and on-site logistics.
- Create and organize event materials and coordinate event supplies.

Financial & Member Support
- Assist with processing and tracking payments for events, memberships, and grants, and help
organize financial records, receipts, and basic documentation.
- Support the preparation of events and grant-related financial reports for leadership.
- Coordinate with the Billing Manager on membership activations and renewals, including
invoicing, outreach, and follow-up.
- Support outreach to current and prospective members as part of engagement and retention
efforts.
- Track and compile basic reports on membership activity and event participation.
- Maintain confidentiality of organizational and member information.
- Perform other duties as needed to support the Coalition team.

Qualifications
Technology & Tools: Candidates should be familiar with, or able to learn and use:
- Google Workspace (Docs, Sheets, Drive, Calendar)
- Canva
- Squarespace
- HubSpot
- QuickBooks
- MailChimp

Required Skills
- Strong organizational skills and attention to detail.
- Ability to work independently, manage multiple priorities, and meet deadlines.
- Excellent communication and interpersonal skills.
- Comfort engaging with business and municipal stakeholders.
- Willingness to learn new tools and systems.
- Ability to handle confidential and sensitive information

Preferred Skills
- Experience with the platforms listed above.
- Flexible, proactive, and solutions-oriented work style.

Compensation
Compensation is commensurate with experience. This is a contract position.

How to Apply
Please submit your resume to by Friday, February 27, .