Operations Administrative Assistant

Job Description

Job Description

We are looking for a detail-oriented Operations Administrative Assistant to join our team on a contract basis in Jamaica Plain, Massachusetts. This role involves supporting key organizational functions and providing crucial administrative assistance to leadership and board members. Ideal candidates will thrive in a collaborative environment and possess excellent organizational skills.

Responsibilities :

• Provide administrative support to the Board of Directors and various committees, including scheduling and coordinating meetings.
• Assist departments with meeting arrangements, ordering food, and ensuring logistical needs are met.
• Process payments for rent and childcare fees efficiently and accurately.
• Maintain common spaces such as conference rooms, kitchen areas, and administrative storage, ensuring they are orderly and functional.
• Set up audio and visual equipment for meetings and training sessions as needed.
• Keep office spaces organized and free of unnecessary clutter.
• Handle sensitive information with discretion and maintain confidentiality.
• Record and prepare accurate minutes for monthly staff meetings.
• Conduct routine maintenance for office equipment, arrange repairs, and manage inventory to ensure smooth operations.
• Proficiency in Microsoft Office Suite, Teams, DocuSign, and Zoom.
• Strong customer service skills with the ability to support diverse stakeholders.
• Experience managing daily mail and reception duties.
• Proven ability to handle vendor coordination and management.
• Excellent organizational skills and attention to detail.
• Ability to work independently while maintaining a collaborative approach.
• Prior experience in an administrative or executive support role.
• Comfortable handling confidential information with professionalism.