Administrative Assistant

The Administrative Assistant will organize and coordinate program administration and procedures to ensure organizational effectiveness, efficiency, and safety for a small but growing nonprofit. This hybrid role entails remote and in-office work, primarily based in Woburn, occasional time in Medford, and some travel throughout the state. The successful candidate excels at multitasking, thrives in a dynamic environment, and can work independently with little supervision.

DUTIES AND RESPONSIBILITIESPoint person for mailing, shipping, ordering supplies, equipment, bills, and errandsOrganize and schedule meetings and appointmentsPerform HR functions to onboard new employees into the payroll system and ensure all personnel policies are providedCoordinate with IT contract providers on all program equipmentManage relationships with vendors and service providers, ensuring timely ordering, invoicing, and paymentManage contract and price negotiations with office vendors, service providers, etc.Provide general support to callers and email contactsManage office services by organizing operations and procedures, controlling correspondences, maintaining filing systems, and overseeing clerical functionsEstablish historical references for the office, including procedures for protection, retention, record disposal, retrieval, and staff terminationsMeasure results against standards and make necessary changesPerform review and analysis of special projects, keeping management informedRecruit staff for the program, provide orientation, and training to new employeesParticipate actively in company activities planning and executionDevelop standards and promote activities that enhance operational proceduresEnsure filing systems are maintained and currentMonitor and maintain office supplies inventoryReview and approve office supply acquisitionsEnsure security, integrity, and confidentiality of dataOversee adherence to office policies and proceduresAnalyze and monitor internal processesImplement procedural and policy changes to improve operational efficiencyPrepare operational reports and schedules to ensure efficiencyPerform any other duties and/or tasks assigned as needed

QUALIFICATIONSEducation: A minimum of an associate degree with courses in secretarial/office administration or equivalent experienceExperience: Three to five years of proven office management, administrative, or assistant experienceKnowledge of office management responsibilities, systems, and proceduresExcellent time management skills and ability to multitask and prioritize workAttention to detail and problem-solving skillsExcellent written and verbal communication skillsStrong organizational and planning skillsProficient in Microsoft Office and knowledge of office software packagesKnowledge of accounting, data, and administrative management practices and proceduresKnowledge of clerical practices and proceduresKnowledge of human resources management practices and proceduresKnowledge of business and management principlesOffice Manager key skills & proficiencies: Communication, Analysis and Assessment, Judgment, Problem-Solving, Decision Making, Planning and Organization, Time Management, Attention to Detail, Accuracy, Initiative, Integrity, Adaptability, Teamwork, Budgeting, Staffing, Supervising, Developing Standards, Process Improvement, Inventory Control, Supply Management, Creativity, Proactivity, Recordkeeping, Coordination, Billing, Interpersonal Skills, Motivation, Administrative Support

Hours: 22.5hrs/weekSalary: $23.00/hrBenefits: Prorated sick and vacation days, 11 paid holidays, $.50 mile for work-related travel, 70% of monthly health insurance premium Other: Must be COVID vaccinated