Administrative Assistant Yawkey Center

Catholic Charities Archdiocese of Boston•Boston, MA

2d•Onsite

About The Position

The administrative assistant is responsible for providing oversight of the building lobby, waiting, and reception areas, while maintaining a high level of confidentiality for the agency, its clients, and visitors. The administrative assistant welcomes and assists clients and visitors, maintains a hospitable environment, is knowledgeable of the programs within the site they are serving, and has good representation both visually and personally. The administrative assistant performs clerical tasks to support programs and general operations. SHIFT: Monday-Friday 10:00AM-6:00PM and when night classes are in session the schedule is 12:30PM-8:30PM

Requirements

A High School diploma or HISET equivalent isrequired.
Three years' prior experience working as an administrative assistant or in a reception area in a multi-functioning busy environment.
Bilingual abilityisrequired. English/ Haitian Creole, English/Spanish, English/ Portuguese, and/ or English/ Cape Verdean Creole.
Strong organizational skills with the ability to multi-task.
Experience with Microsoft Office 365, use of the internet, zoom, and other technology platformsincluding telephone systems.
Pleasant telephone and interpersonal skills required with demonstration of ability to show patience and compassion to people in crisis or exhibiting signs of stress.
Demonstrates ability to work cooperatively with others including staff and programs in building.
Ability to work effectively and compassionately with people of diverse cultural, ethnic, social, and economic backgrounds.

Responsibilities

Greet all employees and visitors in a professional manner.
Ensure building safety by closing of building, including unlocking and locking front and side entrances, parking lot gate, and arming and disarming alarm at end of business day, as needed. Notify OfficeManager and Vice President of all safety concerns.
Maintainan organized front desk reception area.
Monitor activity at the mainentrance.
Check in all visitors by having them sign in and out at reception, distribute visitors' badge, and contact designated individual or department. Visitors are not to be left unattended throughout the building.
Provide telephone services such as answering telephones in a timely& polite manner, transferring calls,receiving and conveying messages as needed.
Receive, sort, and/or distribute mail and packages for all programs on site. Maintain postage and delivery logs.
Maintain and update building and phone directories.
Provide front desk coverage. Back up coverage must be requested and present before leaving the desk unattended.
Promptly reporting issues related to phone services, door locks, elevator malfunctions, electrical issues interior and exterior, alarms, cameras, general maintenance, as well as police activity, and disruptive guest to the Office Manager or designee.
Work is performed in an office environment with the use of keyboards, phones, photocopiers, and other office equipment.Prolonged sitting and standing may be necessary.
Maintain professional boundaries and client confidentiality.
Attendance of internal and external meetings andtrainingsasrequired.
Other responsibilities as assigned.