Administrative Assistant Yawkey Center

Catholic Charities Archdiocese of Boston; Boston (MA); On-site; USD 39,000 - 52,000; Full time

Job summary

A community-focused nonprofit organization in Boston seeks an Administrative Assistant to oversee reception and maintain a welcoming environment. Candidates should possess a high school diploma, three years of administrative experience, and bilingual abilities, such as English and Haitian Creole or Spanish. Responsibilities include greeting visitors, managing phone services, and ensuring office safety. This role aims to support the agency's operations while maintaining confidentiality and professionalism.

Qualifications

• Three years' experience in a busy administrative or reception environment.
• Demonstrated ability to work compassionately with diverse individuals.
• Ability to maintain client confidentiality and professional boundaries.

Responsibilities

• Welcome and assist clients and visitors professionally.
• Maintain organized reception area and manage visitor check-in.
• Provide telephone services and sort mail/packages.
• Monitor activity at the main entrance.
• Check in all visitors and distribute badges.
• Provide telephone services and relay messages as needed.
• Receive, sort, and distribute mail and packages; maintain logs.
• Maintain and update building and phone directories.

Skills

Bilingual communication

Strong organizational skills

Pleasant telephone skills

Interpersonal skills

Ability to multi-task

Education

High School diploma or HISET equivalent

Tools

Microsoft Office 365

Zoom

Telephone systems

Job description

The administrative assistant is responsible for providing oversight of the building lobby, waiting, and reception areas, while maintaining a high level of confidentiality for the agency, its clients, and visitors. The administrative assistant welcomes and assists clients and visitors, maintains a hospitable environment, is knowledgeable of the programs within the site they are serving, and has good representation both visually and personally. The administrative assistant performs clerical tasks to support programs and general operations.

SHIFT: Monday-Friday 10:00AM-6:00PM and when night classes are in session the schedule is 12:30PM-8:30PM

ESSENTIAL FUNCTIONS

• Greet all employees and visitors in a professional manner.
• Ensure building safety by closing of building, including unlocking and locking front and side entrances, parking lot gate, and arming and disarming alarm at end of business day, as needed. Notify Office Manager and Vice President of all safety concerns.
• Maintain an organized front desk reception area.
• Monitor activity at the main entrance.
• Check in all visitors by having them sign in and out at reception, distribute visitors' badge, and contact designated individual or department. Visitors are not to be left unattended throughout the building.
• Provide telephone services such as answering telephones in a timely & polite manner, transferring calls, receiving and conveying messages as needed.
• Receive, sort, and/or distribute mail and packages for all programs on site. Maintain postage and delivery logs.
• Maintain and update building and phone directories.
• Provide front desk coverage. Back up coverage must be requested and present before leaving the desk unattended.
• Promptly report issues related to phone services, door locks, elevator malfunctions, electrical issues interior and exterior, alarms, cameras, general maintenance, as well as police activity, and disruptive guest to the Office Manager or designee.
• Work is performed in an office environment with the use of keyboards, phones, photocopiers, and other office equipment. Prolonged sitting and standing may be necessary.
• Maintain professional boundaries and client confidentiality.
• Attendance of internal and external meetings and trainings as required.
• Other responsibilities as assigned.

QUALIFICATIONS

• A High School diploma or HISET equivalent is required.
• Three years' prior experience working as an administrative assistant or in a reception area in a multi‑functioning busy environment.
• Bilingual ability is required. English/ Haitian Creole, English/Spanish, English/Portuguese, and/or English/ Cape Verdean Creole.
• Strong organizational skills with the ability to multi‑task.
• Experience with Microsoft Office 365, use of the internet, Zoom, and other technology platforms including telephone systems.
• Pleasant telephone and interpersonal skills required with demonstration of ability to show patience and compassion to people in crisis or exhibiting signs of stress.
• Demonstrates ability to work cooperatively with others including staff and programs in building.
• Ability to work effectively and compassionately with people of diverse cultural, ethnic, social, and economic backgrounds.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

The base pay range reflects what Catholic Charities reasonably and in good faith expects to pay for this role at the time of posting and may be modified from time to time. Actual compensation in this range may be determined based on other factors, including but not limited to work experience, education and specialty training.

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