Administrative Assistant

Job Description

Job Description

IN-OFFICE POSITION @ WALTHAM, MA -- LOCAL CANDIDATES ONLY

We are seeking a dedicated and extremely organized Administrative Assistant to join our Team. You will be a key member of our organization supporting the EVP of Development and the Development team, a portion of who are fully remote. You will be responsible for critical tasks such as assisting with the preparation of application packages, working on special projects as requested by the Development Team, keeping schedules and funding information up to date, and maintaining miscellaneous documents that are crucial.

The Administrative Assistant's duties and responsibilities shall include but not be limited to:

• Administrative support for the development team and the EVP:
  • Schedule and manage a high-volume calendar by prioritizing requests
  • Arrange business travel accommodations and itineraries for the EVP and the team as needed
  • File, organize, and retrieve records and documents in the server
  • Screen incoming calls and requests, and direct inquiries to appropriate people
  • Plan and coordinate both social and educational events – i.e. organize team events, sign up for seminars, keep track of conferences, etc.
  • Lead special projects and assignments as needed
  • Act as a liaison between the EVP and team members, consultants, and vendors
  • Assist with the preparation of application packages and requests for information/proposals
  • Print/scan and bind applications and presentations
  • Maintain up to date Development manuals and Development process information
  • Coordinate between Development and Marketing for any newsworthy information and event planning
  • Keep schedules and funding information updated
  • Special projects as requested by the Development Teams
• Office Support and Management Duties:
  • Be the back up to screening incoming calls and directing inquiries to appropriate people
  • Order supplies and keep supply cabinets and printers organized and stocked
  • Assist with company-wide lunches and occasional on-site gatherings
  • Be the point of contact for maintenances of office building, internet service, copiers, and water dispensers – request service call as needed and stay on top of it
  • Keep cafeteria tidy by unloading dishwasher as needed, refilling coffee pods, etc.
  • Maintain tracking of existing software licenses, expirations, and allocations