Hiring an Administrative Assistant
Job Title: Administrative Assistant
Location: Boston, MA (Fully In-Person)
Hours: Part-Time - 9:00 AM – 1:00 PM, Monday through Friday
About The Client
Working for a nonprofit organization dedicated to ensuring equitable access to graduate education and empowering underrepresented communities to achieve leadership roles. We cultivate an environment of collaboration, innovation, and impact at our Offices & Clubhouse and are seeking a dedicated Administrative Assistant to support our mission.
Position Summary
The Part-Time Administrative Assistant will play a crucial role in maintaining the smooth daily operations of the Company. This position requires strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment. The Administrative Assistant will work closely with the team to ensure the programs, meetings, and initiatives run seamlessly.
Operational Support
- Open the office each morning and prepare the space for daily activities.
- Coordinate and schedule cleaning services to maintain a welcoming and professional environment.
- Manage ordering and restocking of office and program supplies.
- Handle printing needs for events, meetings, and programming.
- Check and sort incoming mail; ensure timely responses or redirection.
Administrative Tasks
- Answer phones, triage inquiries, and route calls to appropriate staff.
- Monitor and triage emails to ensure prompt responses.
- Schedule meetings and appointments for staff and partners.
- Enter and organize new leads into the CRM database.
- Draft and send donor acknowledgments and other correspondence.
Programmatic and Event Support
- Order and coordinate food deliveries for programs and meetings.
- Provide logistical support for events, including packing bags and setting up meeting spaces.
- Assist with program-related tasks, such as preparing materials and offering onsite support.
Technical and Facility Support
- Work with IT Support to handle ticket requests for the Company’s technology.
- Ensure meeting spaces are equipped with the necessary tools and materials.
Additional Responsibilities
- Maintain a proactive approach to identifying areas for operational improvement.
- Perform other tasks as needed to support the Clients team and mission.
Qualifications
- Proven experience in administrative, operational, or event coordination roles.
- Strong organizational and multitasking skills.
- Excellent communication and interpersonal abilities.
- Proficiency in Microsoft Office Suite and Google Workspace,
- Familiarity with Customer Relationship Management (CRM) tools.
- Ability to lift and carry up to 25 pounds (e.g., event materials).
- Familiarity with basic tech troubleshooting is a plus.
