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Administrative Assistant

Brookline, MA 02445

Posted: 07/12/2024 Employment Type: Contract Job Category: Administrative Job Number: 620334 Is job remote?: Yes Country: United States

Job Description

The Administrative Assistant partners with 2 executives on the Administration team to support operations and staffing initiatives across the Division of Philanthropy.  Manage communication channels on behalf of Administration to share timely and relevant updates, serve as the keeper on team-specific calendars, timelines, and directories.

    • Provide administrative support for Assistant VP and Senior Associate Director of Administration. This includes but is not limited to; calendar maintenance, reviewing and editing documents, monthly team agendas, responding to general administration requests and questions, meeting preparation (presentations and minutes) and maintaining Division supplies.
    • Responsible for monthly budget reconciliation;
    • Responsible for processing all vendor invoices, including creating and tracking purchase orders;
    • Partner with colleagues (security, facilities, Bulfinch, etc.) to maintain a highly-functioning footprint (storage spaces, conference rooms, kitchens, etc.);
    • Responsible for Service Request forms for new employees and Co-ops & Interns to ensure telephone, computer, welcome gift, etc. are ready on first day of employment and that appropriate training has been scheduled;
    • Responsible for maintaining and updating all staff directories: Organizational Chart, Philanthropy Phone Directory, Assistant Phone Directory
  • Coordinate new employee processes including scheduling orientation, compiling onboarding binders, building orientation, and other administrative tasks related to new hires;
  • Serve as the Division’s liaison to Telecommunications, General Services, and Facilities;
  • Assist with the coordination of bi-monthly Division of Philanthropy Information Sessions, including RSVP tracking and logistics coordination.
    • Partner with the Assistant VP and other members of the team/Division in the planning of an annual staff engagement event (ex. Picnic), monthly social outings (virtual and in-person) and ongoing touchpoints to build community and remain connected

Bachelor’s degree is preferred. 1-3 years of administrative experience.

    • Directed and self-starting attitude with the ability to work independently as well as part of a team.
    • Attention to detail.
    • Excellent written and verbal communications skills.
    • Superior organizational skills and ability to manage a variety of projects.
    • Strong knowledge of Microsoft Office Suite products (especially Excel) is necessary.
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About Brookline, MA

Ready to take the next step in your career? Explore job opportunities in the vibrant area surrounding Brookline, Massachusetts! Nestled just west of Boston, Brookline offers a perfect blend of urban convenience and small-town charm. With renowned landmarks like the historic Coolidge Corner Theatre, the lush and sprawling Larz Anderson Park, and a diverse culinary scene offering everything from gourmet dining to beloved local eateries, Brookline is a hub of cultural richness and professional growth. Immerse yourself in the local art scene at places like the Galatea Fine Art gallery, catch a game at Fenway Park cheering for the Red Sox, or enjoy the serenity of the beautiful Frederick Law Olmsted-designed Emerald Necklace parks. Join us in discovering the endless opportunities and unforgettable experiences that Brookline, MA, has to offer!