Office Manager/Administrative Assistant

1 week ago

Cambridge, United States The Harvard & MIT Cooperative Society Full time

About The Coop


Established in 1882, The COOP is not only the oldest and largest bookstore in the country. It is deeply rooted in the tradition and the fabric of the Harvard and MIT communities with a long history of supporting student groups and initiatives. The Coop, as a cooperative, is owned by its members, yet open to all. All members of the Harvard & MIT communities are eligible to join and enjoy a 10% member discount.


The COOP of the future will build on its storied history and will continue to evolve, enhancing the value we provide and reimagining what it means to be a member. The vision is dedicated to curating experiences that captivate and unite — a new model of modern retail and community engagement, leveraging innovative collaborations, products, and spaces, all designed to spark new ideas, forge meaningful connections, and strengthen our community.



Join the Harvard/MIT Coop Team in Shaping a New Future


Be a part of a team that is not just thinking about the future, but actively shaping it. The Harvard/MIT Coop is looking to build a forward-thinking, dynamic, innovation-minded team to join in redefining the future of the organization. Here, you will have a unique opportunity to effect change and make a significant impact on the Harvard and MIT communities and beyond.


At the Harvard/MIT Coop, we are committed to fostering an inspiring environment that engages and enhances the experience of students, faculty, alumni, and those with affinity who visit from near and far. As we look to ensure future relevance, we aim to innovate and evolve, embrace new ideas and technologies, transform spaces and interactions, while preserving the best of rich traditions and values that have defined us for 150+ years. Together, we will create a Coop that is a center of innovation, engagement, and excellence, serving today’s and future generations of the Harvard and MIT communities.



Position Overview:


The Harvard Cooperative Society (The Coop) is seeking an organized and detail-oriented Administrative Assistant to join our team. In this role, you will be responsible for managing office operations and assist with various financial tasks and strategic initiatives. This position is onsite in Harvard Square, Cambridge, MA.


Key Responsibilities:


1. Scheduling & Coordination:

  • Coordinate logistics for board meetings, including venue arrangements, catering, and technology setup.
  • Assist with scheduling meetings, appointments, and events for the CEO and senior management.
  • Provide support for the Board of Director meetings, including scheduling and preparing materials. Assist in the preparation and distribution of board meeting agendas, minutes, and reports.


2. Office Management:

  • Provide administrative support to the CEO and other senior management team members as needed.
  • Ensure that office supplies are sufficiently stocked at all times.
  • Maintain organized and efficient filing systems for documents, records, and paperwork.
  • Respond to Coop member inquiries and other incoming messages in a timely manner.


3. Data Management:

  • Maintain and update membership databases and contact lists.
  • Generate reports and analyze data related to community engagement and administrative functions.
  • Ensure data accuracy and confidentiality.


4. Financial Administrative Support:

  • Batch daily deposits in NetSuite.
  • Manage accounts payable and receivable. Process accounts payable disbursements through various payment methods and related mailings. Assist in the collection of accounts receivable and the related receipts and deposits.
  • Review vendor invoices against packing slips and purchase orders. Communicate exceptions to the Corporate Controller for resolution within NetSuite.
  • Ensure proper general ledger cost coding of invoices.
  • Create and update vendor profiles. Reconcile vendor and accounts payable accounts.
  • Support sales analysis, sales tax reporting, royalty reporting, and other projects as needed.



Qualifications:


  • 1-2 years of hands-on experience in an administrative role.
  • Strong organizational and multitasking skills with attention to detail.
  • Excellent written and verbal communication skills.
  • Ability to multitask, meet deadlines, and report to senior management.
  • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
  • Experience working in a retail environment is a plus.



Benefits:


  • Competitive salary and benefits package.
  • Opportunities for professional development and growth.
  • A collaborative and supportive work environment.
  • The chance to make a meaningful impact within the Harvard and MIT communities.



Join the Harvard/MIT Coop team and help us create memorable and impactful events that foster community and engagement among our members

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