Operations Administrative Assistant at JPNDC Jamaica Plain Neighborhood Development Corporation

Operations Administrative Assistant

The JPNDC's Full-Time Operations Administrative Assistant position provides administrative support to a staff of 40 and growing in a community based, non-profit development corporation. The Administrative Assistant reports directly to the Operations Manager and works as part of the Operations Team.

What you will oversee:

• Welcoming visitors to the office; directing them to the appropriate staff person, meetings, or to the appropriate Brewery tenants.
• Schedule monthly staff meetings, assist with yearly staff retreats as directed by Office/IT Manager.
• Assist Office Manager with organizational communications via email, flyers, office signs/posters.
• Assisting Office Manager with vendor communications as needed (e.g. Coordinating cleaning communications with cleaning vendor and staff)
• Ensure the Office Manager's preparation for meetings by collaborating with internal stakeholders to obtain agendas and compile briefing materials.
• Answering multi-line telephone, screen calls for staff members, answering questions from the public and directing them to appropriate staff person.
• Manage conference room and events calendars for all departments. (e.g., scheduling, booking conference/meeting rooms, participant communications, Teams/WebEx/Zoom services, catering, ensuring meetings materials and agenda are provided in advance)
• Arrange, pick up, and distribute all mail & packages receive, sort, and distribute incoming mail and deliver outgoing mail.
• Manage general administrative duties such as filing, typing, copying, binding material either manual or electronic, scanning etc.
• Manage supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Maintain inventory stock in conference rooms, copier placement areas throughout the office, breakrooms and kitchens located on the ground & 1st floor.
• Maintain common areas, including kitchen, administrative storage, conference rooms, and spaces with office equipment. Assist in keeping the general office space in order and free of clutter.
• Coordinate use and maintenance of [email protected] and JPNDC's Newspaper Clipping Notebooks (as needed).

Provide support for agency-wide events (i.e., annual meetings, training, community events, neighborhood clean-ups, etc.)

Cross-Team Coordination:

• Finance- Data Entry
• Enter check/money order data into the daily check log and ensure payments are sent to Finance appropriately.
• Receive and distribute payments for rent and childcare fees for the Finance Department. Mailbox and Walk-in.
• Scan all Financial mail to the department's central email address daily.
• Handle any other requests as needed such as yearly audit items.
• Sr. Management- Administrative Requests
• Handle special requests as directed.
• Executive- Administrative Requests
• Provide administrative back-up support to Executive Assistant for Board and Committee needs.
• Provide administrative support to all departments, including scheduling and setting up meetings and events as directed by Department Managers.

What It Takes to Be Successful:

• High School Diploma: Associate's degree preferred.
• 2-4 years' experience as Administrative/Office Assistant
• Fluent in English/Spanish required
• Proficiency in Microsoft Office Suite (MS Excel, Word, and PowerPoint)
• Excellent verbal/written skills, problem solving, and organizational abilities.
• Attention to detail, and ability to manage multiple tasks simultaneously.
• Punctual and possess excellent time management.
• Reliable commute/car

Work Environment:

This is a full-time on-site M-F from 9am-5pm

Employment Terms/Compensation:

The salary position is $50,000-$55,000. Must be available some evenings and occasional Saturdays on a scheduled basis.

Applicants must submit both a resume and cover letter to be considered for this position.

JPNDC is an Affirmative Action/Equal Opportunity Employer