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Operations Assistant

3 months ago

Boston, United States MashPoint Full time

Position:

Operations Assistant Location:

Boston, MA, 02111 Duration:

6+ Months Job Summary The Operations Assistant will support the work of the agency and organize the physical space of the agency. A candidate must be comfortable working independently, prioritizing and multitasking activities, and gaining an understanding of the work. The position will be a hybrid schedule* Responsibilities Welcome guests: offer top-tier service, directing visitors to relevant offices or personnel, triage calls and emails. Coordinate general office operations: oversee office inventory supplies, key card access, participate in new hire training on operations, and mail room logistics (organize deliveries, shipping, mail distribution & postage). Oversee recycling and shredding programs. Process department invoices. Contribute to internal newsletter, develop and maintain department SharePoint page, update internal documents. Provide support for Zipcar and Blue Bike programs. Communicate building and equipment issues to Operations Manager and Building Management. Support staff and external events: organize catering, production, entertainment, and guest speakers. Assist in preparation for Council Meetings and Executive Committee Meetings. Assist MAPC's digital workflow for processing contracts, including signature facilitation. Communicate with DocuSign and Seamless Representatives to relay needs, organize multidepartment meetings to address issues, and assist in training staff. On occasion, support external meetings by providing general event assistance; may involve travel to locations in metro Boston where meetings are being held. Assist staff members with miscellaneous administrative projects and short-term research tasks. Other duties as assigned. Qualifications Candidates for this position should have a minimum of two years' professional office experience in office administration. Associate's degree or higher preferred or equivalent combination of education and experience. Successful candidates for this position will demonstrate all or most of the following: Excellent customer service skills and strong oral and written communication skills. Ability to originate and complete assigned tasks on own initiative is a plus. Proficiency in the MS Office Suite (Word, Excel, PowerPoint, Outlook, Teams) is required. Excellent written, oral, presentation, and interpersonal communication skills are required. Ability to work with minimal supervision and respond well to change in business needs in a multifaceted, fast-paced environment is required. In-depth experience with operating and communication platforms (SharePoint, Zoom). Ability to identify, streamline and make recommendations to improve administrative processes and procedures. Ability to work on multiple tasks and tolerate frequent interruptions. Ability to balance multiple priorities, and to seek assistance in doing so when necessary. Strong research skills and resourcefulness abilities. Excellent professional phone manner, strong communication skills. Excellent attention to detail within a fast-paced and entrepreneurial environment. A passion for working in a mission-driven agency and a commitment to diversity and inclusion. PREFERRED:

Experience formatting documents such as flyers, labels, and reports helpful; ability to work in Adobe Suite (PhotoShop, InDesign, etc.) a bonus.

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