Administrative Assistant

HFLW Brand; Boston (MA); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

25+ days paid time off (inclusive)?

Health, Dental and Vision Insurance

Tuition reimbursement up to $3,000 per

403(b) retirement plan with employer‑m

Employer paid long-term and short-term

Job summary

The Home for Little Wanderers seeks an administrative support professional to handle filing, data entry, meeting coordination, and general office duties in a busy program environment in Boston, MA. The role involves managing reception, supporting staff, and ensuring smooth office operations.

Responsibilities include mail distribution, copier and switchboard operations, and assisting with reports and forms. Prior experience and bi-lingual capability are preferred to support diverse youth and

Qualifications

• High School Education or equivalent required.
• One year of administrative support experience preferred.
• Must be computer literate, including knowledge of Microsoft Office and Internet Explorer, with the ability to learn new software applications.
• Knowledge of switchboard operations preferred.
• Bi-lingual capability preferred.

Responsibilities

• Provide accurate filing of documents, both hard copy and electronic.
• Provide accurate data entry, including billing related activity.
• Update and distribute meeting schedules.
• Provide word processing, spreadsheet and other computer and administrative support in reports, documents and forms.
• Under the direction of the manager, compose memos from notes and distribute incident reports to outside collaterals.
• Maintain a clean, organized lobby and greet visitors professionally.
• Orient and train site employees on copier, fax, switchboard and procedures.
• Distribute mail and faxes, post mail and assign mailboxes.
• Call service technicians for faulty equipment and manage office supplies.
• Manage the switchboard and direct incoming calls; locate staff for urgent calls.
• Direct visitors and vendors to appropriate areas; notify employees of arrivals.
• Carry a mobile device if required.

Skills

Administrative support

Microsoft Office

Bi-lingual

Switchboard operations

Education

High School diploma or equivalent

Tools

Internet Explorer

Office equipment knowledge

Job description

When you join The Home for Little Wanderers, you join a team of professionals dedicated to creating better, brighter futures for kids.

For over 200 years, The Home for Little Wanderers has helped build stable lives and hopeful tomorrows for vulnerable children and their families. Our 25+ community-based and residential programs serve thousands of at-risk youths from birth to age 26. Many of these children have experienced abuse, neglect, trauma, or a disrupted family life. As the oldest child welfare agency in America, we provide them with safe surroundings, permanent loving relationships, and a secure path toward a better, brighter future.

Position Description

Responsible for administrative support and general office work for the program. May be responsible for managing the reception desk.

Essential Functions

• Provide accurate filing of documents, both hard copy and electronic, as required
• Provide accurate data entry, as required, including handle billing related activity
• Update and distribute meeting schedules, as required
• Provide word processing, spreadsheet and other computer and administrative support in the preparation of reports, documents and forms
• Under the direction of the manager, compose memos from previously taken notes. Copy and distribute incident reports to outside collaterals
• Maintain a clean, organized and inviting lobby
• Orient and train site employees on the operation of the copier, fax machine, switchboard and general procedures
• Distribute mail and faxes. Post and distribute mail daily and assign mailboxes.
• Call service technicians to tend to faulty office equipment
• Order and maintain office supplies
• Managing the switchboard. Direct all incoming calls. Take detailed and accurate messages and forward calls appropriately. If need be, locate staff for calls in emergency or urgent situations.
• Greet all visitors in a kind and professional manner. Direct vendors to appropriate service areas and direct others to appropriate areas such as conference rooms, restrooms, etc. Notify employees of the arrival of clients, packages, etc.
• May be required to carry a mobile device
• Perform special project duties and/or other tasks as assigned

Education and Experience

• High School Education or equivalent required
• One year of administrative support experience preferred
• Must be computer literate, including knowledge of Microsoft Office and Internet Explorer, with the ability to learn new software applications
• Knowledge of switchboard operations preferred
• Bi-lingual capability preferred

We are committed to excellence in diversity, equity, and inclusion, while simultaneously creating a culture that supports those values. We believe the differences we bring enhance our ability to provide exceptional service and care to diverse children, families, and communities. Moreover, diversity, equity, inclusion, and belonging align with our values and our mission to help vulnerable children and their families build permanent, positive change.

What The Home Can Offer You

In addition to the chance to make a lasting impact on the lives of the youth we serve, The Home for Little Wanderers offers competitive salaries and a comprehensive benefits package including:

• Generous time off including up to 15 days per year for new full-time employees, plus 11 holidays, and 5 sick days
• Health, Dental and Vision Insurance available
• Extensive training to new staff
• Tuition reimbursement of up to $3,000 per fiscal year
• 403(b) Retirement Plan with employer match
• Employer paid Long-term and Short-term Disability Insurance, plus Basic Life and AD&D Insurance
• And more!

The pay range listed represents the company’s good faith estimate of the salary or wage range for this position at the time of posting, as required under applicable law. Actual compensation will be based on a variety of factors, including a candidate’s relevant experience, education, skills, and internal equity relative to other employees in similar roles. Candidates with less directly related experience may be placed toward the lower end of the range, while those with extensive or specialized experience may be placed toward the higher end. Market conditions and budget considerations may also influence final pay decisions.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.