Operations Administrative Assistant

JPNDC Jamaica Plain Neighborhood Development Corporation • Boston, MA

7d • $50,000 - $55,000 • Onsite

About The Position

The JPNDC's Full-Time Operations Administrative Assistant position provides administrative support to a staff of 40 and growing in a community based, non-profit development corporation. The Administrative Assistant reports directly to the Operations Manager and works as part of the Operations Team.

Requirements

• High School Diploma: Associate's degree preferred.
• 2-4 years' experience as Administrative/Office Assistant
• Fluent in English/Spanish required
• Proficiency in Microsoft Office Suite (MS Excel, Word, and PowerPoint)
• Excellent verbal/written skills, problem solving, and organizational abilities.
• Attention to detail, and ability to manage multiple tasks simultaneously.
• Punctual and possess excellent time management.
• Reliable commute/car

Responsibilities

• Welcoming visitors to the office; directing them to the appropriate staff person, meetings, or to the appropriate Brewery tenants.
• Schedule monthly staff meetings, assist with yearly staff retreats as directed by Office/IT Manager.
• Assist Office Manager with organizational communications via email, flyers, office signs/posters.
• Assisting Office Manager with vendor communications as needed (e.g. Coordinating cleaning communications with cleaning vendor and staff)
• Ensure the Office Manager's preparation for meetings by collaborating with internal stakeholders to obtain agendas and compile briefing materials.
• Answering multi-line telephone, screen calls for staff members, answering questions from the public and directing them to appropriate staff person.
• Manage conference room and events calendars for all departments. (e.g., scheduling, booking conference/meeting rooms, participant communications, Teams/WebEx/Zoom services, catering, ensuring meetings materials and agenda are provided in advance)
• Arrange, pick up, and distribute all mail & packages receive, sort, and distribute incoming mail and deliver outgoing mail.
• Manage general administrative duties such as filing, typing, copying, binding material either manual or electronic, scanning etc.
• Manage supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Maintain inventory stock in conference rooms, copier placement areas throughout the office, breakrooms and kitchens located on the ground & 1st floor.
• Maintain common areas, including kitchen, administrative storage, conference rooms, and spaces with office equipment. Assist in keeping the general office space in order and free of clutter.
• Coordinate use and maintenance of [email protected] and JPNDC's Newspaper Clipping Notebooks (as needed).
• Provide support for agency-wide events (i.e., annual meetings, training, community events, neighborhood clean-ups, etc.)
• enter check/money order data into the daily check log and ensure payments are sent to Finance appropriately.
• Receive and distribute payments for rent and childcare fees for the Finance Department. Mailbox and Walk-in.
• Scan all Financial mail to the department's central email address daily
• Handle any other requests as needed such as yearly audit items.
• handle special requests as directed.
• Provide administrative back-up support to Executive Assistant for Board and Committee needs.
• Provide administrative support to all departments, including scheduling and setting up meetings and events as directed by Department Managers.

Benefits

• Up to 90% of individual insurance premiums paid for health, vision, and Altus dental insurance
• 2 weeks of vacation plus one week at the end of the year and 14 holidays recognized per year
• Employer-paid life & disability insurance
• A vested 403b retirement plan
• CEU Credit or comparable training for professional development in areas such as DEI, economic and workforce development, early childhood education, and affordable housing and real estate finance

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED