Office Manager/Executive Assistant

This is a part time 30 hours/week position. 

Job Description

JBBBS is searching for an experienced, organized, reliable and task-oriented Office Manager/Executive Assistant. The Executive Assistant will report to the President/CEO. S/he will be responsible for performing a number of administrative duties and provide administrative support to the CEO and Director of Development. The ideal candidate is self-motivated, professional, and capable of managing their work load and prioritizing tasks in a fast-paced environment. This is an excellent opportunity to join a mission-driven organization.

Office Management Responsibilities:

  • Greet visitors to the JBBBS office and direct them to their appointments
  • Maintain general upkeep of the central office area
  • Oversee copier and postage machines
  • Track office supplies inventory and order as needed
  • Coordinate and be the primary liaison with facilities, IT, Finance, and HR, under supervision and direction of the President/CEO
  • Collect and process incoming and outgoing mail
  • Work closely with Finance to record checks received

Executive Assistant Functions:

  • Coordinate executive communications, including taking calls, responding to emails and interfacing with donors, community leaders, volunteers, clients and other stakeholders
  • Prepare internal and external documents
  • Schedule meetings and appointments, order food for meetings, and manage travel itineraries for President/CEO and Director of Development
  • Arrange meetings/events that may take place outside of the work place, including for the Board and staff
  • Maintain organized filing system of paper and electronic documents
  • Prepare documents and all logistics for Board and committee meetings
  • Take notes at meetings as needed
  • Complete expense reports

Qualifications

  • BA required
  • 5 plus years experience preferred
  • Demonstrated excellence in organizational and communication skills
  • Knowledge of Microsoft Office products
  • Uphold a strict level of confidentiality
  • Develop and sustain a level of professionalism among staff, donors, partners and volunteers

Work environment:

The Office Manager/Executive Assistant performs many of his/her essential functions indoors in a small office environment or, in the field, interacting with prospective donors at one-on-one and community meetings and special events hosted in the larger Boston community.

Interested candidates should submit cover letter and resume to administration@jbbbs.org .