Job Summary: The Administrative Assistant will organize and coordinate program administration and procedures to ensure organizational effectiveness, efficiency, and safety for a small but growing nonprofit. The Administrative Assistant is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, and other office functions. This position is hybrid, part remote, and part in-office. The primary location is Woburn, with occasional time in Medford, MA.

The successful Administrative Assistant is an energetic professional who excels at wearing multiple hats. Experienced in handling a wide range of administrative duties and support-related tasks and able to work independently with little or no supervision. Well organized, flexible, and enjoys the administrative challenges of supporting an office of diverse people in remote locations.

MAJOR DUTIES AND RESPONSIBILITES

· Point person for mailing, shipping, ordering supplies, equipment, bills, and errands

· Organize and schedule meetings and appointments

· Perform HR functions to onboard new employees into payroll system and ensuring all personnel policies are provided

· Coordinate with IT contract providers on all program equipment

· Manage relationships with vendors, service providers, ensuring that all items are ordered,
invoiced and paid on time

· Manage contract and price negotiations with office vendors, service providers, etc.

· Provide general support to callers and email contacts.

· Responsible for managing office services by ensuring office operations and procedures are
organized, correspondences are controlled, filing systems are maintained, supply requisitions are reviewed and approved, and that clerical functions are properly completed.

· Establish a historical reference for the office by outlining procedures for protection,
retention, record disposal, retrieval, and staff terminations

· Ensure that results are measured against standards, while making necessary changes
along the way

· Perform review and analysis of special projects and keep management properly informed

· Responsible for recruiting staff for the program and providing orientation and training
to new employees

· Participate actively in the planning and execution of company activities

· Responsible for developing standards and promoting activities that enhance operational
procedures

· Ensure filing systems are maintained and current

· Establish and monitor procedures for record-keeping

· Ensure security, integrity, and confidentiality of data

· Oversee adherence to office policies and procedures

· Monitor and maintain office supplies inventory

· Review and approve office supply acquisitions

· Perform any other duties and/or tasks assigned as needed.

QUALIFICATIONS

Education

· A minimum of an associate degree with courses in secretarial/office administration or equivalent experience.

Experience

· Three to five years of proven office management, administrative, or assistant experience

· Knowledge of office management responsibilities, systems, and procedures

· Excellent time management skills and ability to multitask and prioritize work

· Attention to detail and problem-solving skills

· Excellent written and verbal communication skills

· Strong organizational and planning skills

· Proficient in Microsoft Office

· Knowledge of accounting, data, and administrative management practices and procedures

· Knowledge of clerical practices and procedures

· Knowledge of human resources management practices and procedures

· Knowledge of business and management principles

Computer skills and knowledge of office software packages

Benefits: Prorated sick and vacation days, 11 paid holidays, $.50 mile for work related travel, 70% of monthly health insurance premium. $500 sign on bonus after successful completion of 90 day probation.

Other: Must be COVID vaccinated.

Job Types: Full-time, Part-time

Pay: $23.00 per hour

Expected hours: 22.5 per week

Benefits:

• Health insurance
• Paid time off

Schedule:

• Day shift
• Monday to Friday
• No nights
• No weekends

Work Location: Hybrid remote in Woburn, MA 01801