Administrative Assistant

Job Title: Administrative Coordinator

Location: Quincy, MA (100% Onsite)

Pay Rate: $28–$30 per hour

Duration: 4 Week Contract

Start Date: ASAP (Background check required)

Reports To: Field & Organizing Director

Job Summary

We are seeking a highly organized and detail-oriented Administrative Coordinator to provide comprehensive administrative, operational, and coordination support to a fast-paced division. This role supports internal teams, members, and external stakeholders by managing office operations, coordinating meetings and events, maintaining databases, and assisting with reporting and program administration. The ideal candidate is proactive, customer-service oriented, and skilled at managing multiple priorities while maintaining accuracy and professionalism.

Key Responsibilities

Administrative & Office Support

• Provide general administrative support including maintaining paper and electronic filing systems, preparing correspondence, organizing materials, and reviewing departmental invoices.
• Utilize Microsoft Office Suite (Word, Excel, PowerPoint) to create reports, presentations, contracts, and internal documentation.
• Respond to inquiries from members, staff, and external stakeholders in a timely and professional manner.
• Screen and route incoming telephone calls and mail, ensuring inquiries are directed appropriately.
• Maintain office supplies inventory and coordinate reordering as needed.
• Provide additional administrative support across the division as requested.

Membership & Data Management

• Process membership applications and respond to membership-related inquiries.
• Maintain and update internal databases, including NEA 360 and Contract DB, to support tracking and reporting activities.
• Serve as liaison with vendors responsible for membership packet mailings.
• Manage password access for the organization’s website to facilitate contract database access.
• Support the New Member Liaison, Retirement Committee, and Large Local Coalition with data collection, mailings, and meeting reminders.

Meetings & Event Coordination

• Plan, coordinate, and attend regional meetings, including securing locations, coordinating catering, arranging audiovisual equipment, and preparing meeting materials.
• Attend Coordinator-specific meetings and participate in division, regional, and organization-wide staff meetings.
• Prepare meeting materials and record notes for committee meetings, coalition groups, and workgroups.
• Assist in administering grant programs for the Summer Conference, including the Emerging Leaders and New Presidents Program..
• Assist in compiling data and generating reports for executive leadership and board meetings.

Additional Responsibilities

• Prepare recognition certificates and gift documentation for retired members.
• Maintain off-site document storage and coordinate document retrieval requests.
• Process payment requests for division grants including Health & Safety, All In Grant, Crisis Funds, Large Local Coalition, Membership Recruitment, and Microsearch programs.
• Develop PowerPoint presentations and Excel spreadsheets to support financial analysis and contract evaluation.

Qualifications

• 3–5 years of administrative, office coordination, or operations support experience preferred.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Experience working with databases and managing large volumes of data.
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities with high attention to detail.
• Ability to interact professionally with staff, members, vendors, and external stakeholders.
• Ability to manage confidential information with discretion.