Administrative Assistant

4 days ago

Boston, Massachusetts, United States The Dimock Center Full time $30,000 - $64,000 per year

Position Overview

The Administrative Assistant provides comprehensive administrative and operational support to the Executive Assistant (EA) and serves as a key liaison for staff, board members, and visitors. This position ensures smooth day-to-day operations of the front office and mailroom while maintaining a professional, organized, and welcoming environment.

Core Administrative Responsibilities

  • Assist the Executive Assistant in managing the CEOs calendar, scheduling, and meeting coordination.
  • Support meeting logistics, including room bookings, catering, materials preparation, and technical setup.
  • Attend board meetings, record minutes, and track action items and deliverables.
  • Maintain accurate contact information for board members.
  • Coordinate complex travel arrangements and itineraries in collaboration with the EA.
  • Support board-related projects, including planning board retreats and events.
  • Track and follow up on key deadlines, tasks, and commitments from meetings.
  • Manage office supplies, equipment, and vendor relationships to ensure efficient operations.
  • Process and track expense reports, reimbursements, and invoices.
  • Provide administrative support to the Development Office and, as needed, to members of the C-suite.

Front Desk Responsibilities

  • Serve as the first point of contact for visitors, clients, and staff, providing prompt, courteous, and professional service.
  • Answer and route incoming phone calls to appropriate departments.
  • Greet and assist visitors, ensuring a positive and professional experience for all guests.
  • Maintain a clean, organized, and welcoming reception and lobby area.
  • Assist with general administrative and clerical duties to support daily office operations.

Mailroom Responsibilities

  • Oversee daily mailroom operations to ensure timely and accurate handling of correspondence.
  • Receive, sort, and distribute all incoming mail, packages, and deliveries.
  • Stamp and process outgoing mail.
  • Notify designated staff upon receipt of packages or special deliveries.
  • Maintain organized mailroom systems and supplies.

Key Competencies

  • High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Visio).
  • Ability to manage multiple priorities in a fast-paced professional environment.
  • Strong reliability, punctuality, and attention to detail.
  • Professional demeanor and polished communication skills.
  • Proactive, self-motivated, and adaptable to changing needs.
  • Excellent interpersonal and team collaboration skills.
  • Demonstrated discretion and confidentiality in handling sensitive information.

Salary Range

$30-$32/hr

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