Administrative Executive Assistant

BCforward is currently seeking highly motivated Administrative Specialist for an opportunity in Boston, MA

Job Title: Administrative Specialist

Location: Boston, MA

Expected Duration: 5 Months Contract

Job Description

·         Provide support to the Operations team with event coordination, agency administration, and Council support;

·         Provide administrative onboarding to new staff with on-the-job training of new employees concerning office procedures and use of office equipment;

·         Coordinate internal Operations Newsletter and assist in planning staff events;

·         Support external meetings by providing general event assistance; may involve travel to locations in Metro Boston;

·         Provide administrative and scheduling support to the Executive Director and Deputy Executive Directors as needed;

·         Manage meeting calendars for Council meetings and internal staff meetings;

·         Attend, record and post minutes for Council and Committee meetings; assist in meeting preparation, materials production, and distribution for meetings; 

·         Greet MAPC visitors in the 6th floor reception area, assist with mail distribution, telephone inquiries, and office management;

·         Manage and maintain CRM database of contacts; prepare large mailings using various  databases;

·         Support digital workflow for processing contracts;

·         Assist Operations Manager with intra-office moves;

·         Assist Operations Coordinator as needed; and

·         Other duties as assigned.

Experience:

·         Candidates for this position should have an Associate’s degree; or three years minimum of professional office experience in administration/ operations. A comparable combination of experience and education may be considered.

·         Successful candidates for this position will demonstrate all or most of the following:

·         Familiarity with CRM and Microsoft Outlook contacts helpful and strongly desired;

·         Demonstrated efficiency in Microsoft Office Suite (Excel, Word, PowerPoint,); 

·         Excellent service skills interacting with the public; strong oral and written communication skills;

·         Familiarity and ability to use Zoom and Youtube video conferencing;

·         Experience with calendar management, project meeting and event planning and execution.

Preferred:

·         Knowledge of databases and customer relationship management (CRM) tools;

·         Content management systems (CMS) such as WordPress, Drupal or similar preferred;

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

·         DocuSign or other online document management software.