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Administrative Assistant

Minuteman Senior Services
Bedford, MA 01730
Full-time, Part-time
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Job Description

Job Description

POSITION SUMMARY:

Reporting to the Office Manager, the Administrative Assistant works as a member of the Office Services team and provides a wide variety of administrative tasks in support of the various agency departments. 

Note: This position is office based, Monday - Friday, 9:30 - 5:00.

RESPONSIBILITIES INCLUDE:

  • Provide administrative support to agency staff including
    • Word process and edit documents in Word,
    • Create and edit spreadsheets in Excel,
    • Create and edit PowerPoint presentations,
    • Create and edit newsletters, etc. in Publisher, 
    • Input data entry and manage database as requested.
  • Order general office supplies, office equipment & furniture for Agency.
  • Maintain office equipment and contact vendors for repairs as needed. 
  • Maintain and stock kitchen, supply and storage areas for the agency.
  • Unpack and store materials and supplies for the agency.
  • Help with the set-up and breakdown of meetings and events, including  but not limited to:
    • Arrange tables, chairs, beverages and food as requested.
    • Set up PowerPoint presentations.
    • Set up conference calls.
    • Set up laptop and ensure audio/visual is ready for the meeting or event. 
  • Scan and maintain confidential client files and documentation into electronic database.
  • Provide back up to receptionist as needed.
  • Assist with maintaining the central filing system.
  • Maintain an organized work environment.
  • Responsible for ensuring that all confidential materials and client files are secured at all times, and are locked at the end of the day
  • Provide back up for board meetings.
  • Assist with other administrative tasks as requested.

COMPETENCIES NEEDED:

  • Consumer/Customer Service Orientation:  Communicates well with internal/external stakeholders. Responds to requests in a timely, positive, and thorough manner to ensure consumer satisfaction.
  • Communication:  Listens, speaks, and writes clearly and concisely. Ensures all involved are kept informed about developments and plans.  Keeps manager informed about progress and problems.
  • Cooperation/Teamwork:  Strong interpersonal skills; responds positively to instructions and procedures. Shares critical information with everyone involved in a project; works effectively on projects that cross functional lines.
  • Critical Thinking/Problem Solving: Breaks down a situation into smaller pieces to identify key or underlying issues. Recognizes and accurately evaluates the signs of a problem and notifies supervisor in a timely manner.
  • Project/Work/Time Management: Identifies critical tasks and activities and adjusts priorities when appropriate.  Coordinates own with others’ schedules to avoid conflicts. Manages workflow to meet project deadlines.
  • Quality of Work: Maintains high standards. Corrects own errors and consistently produces accurate, thorough, professional work.
  • Quantity of Work:  Produces an appropriate quantity of work. Able to manage multiple simultaneous projects across varying deadlines.

QUALIFICATIONS:

  • Associates Degree or business school background required, Bachelor's Degree preferred.
  • 3 - 5 years of recent, related Administrative Assistant experience required.
  • Good telephone, interpersonal, customer service skills and calm demeanor required.
  • Proficient computer skills required including demonstrated competence in MS Office including Word, Excel, Outlook, Access, Publisher, and database management as well as Adobe Acrobat.
  • Excellent written and verbal communication skills, with the ability to communicate and interact effectively with all levels of personnel.
  • Excellent proofreading skills required.
  • Capacity to multi-task and work under pressure.
  • Consistently demonstrate a cooperative attitude and a willingness to assist with additional related tasks as needed. 
  • Display a positive, cooperative, self-motivated, courteous, and professional attitude while working as a team member and pitching in as necessary.
  • Ability to lift up to 25 pounds.

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Posting ID: 608566205Posted: 2021-03-05