Administrative Assistant - Catholic Charities Archdiocese of Boston

The Administrative Assistant is responsible for performing administrative and organizational functions of the multi service site for optimum efficiency in the building's operation while maintaining confidentiality and boundaries. Welcoming visitors, ensuring all visitors and clients check in at the front desk, answering calls and redirecting them to the program, receiving all shipments related to the building, coordinating building, assisting clients, and performing various administrative tasks to support the programs and general operations of the office. Manage and oversee inventory of office supplies and support multiple administrative and event-related activities.

RESPONSIBILITIES

• Maintain a presence at the main desk to greet employees, visitors and clients. Ensure that all sign in and out of the building. Communicate arrivals to the person who the visitor is scheduled to meet.
• Present courteously and professionally while working with internal and external employees and business associates.
• Always present welcomingly and politely.
• Maintain confidentiality and professional boundaries.
• Report any concerns to the Office manager or designee.
• Answer telephone calls using the central directory system. Screen calls and refer callers to the appropriate person. Receive and convey messages.
• Accept mail and package deliveries. Notify recipient by email and phone as necessary.
• Execute all clerical and administrative duties as required
• Distribute ESOL & CNA online application link and other resources to prospective students
• Maintainaccurate records of office supplies, track usage, and monitor stock levels to ensure necessary items are always available.
• Manage room reservations for internal and community meetings. Provide logistical support to programs as needed.
• Meet with supervisor and program staff and attend staff meetings as needed.
• Work is performed in an office environment. Will require extended periods of sitting and standing. Frequent use of computer and phones
• Attendance at all internal and external meetings and trainings as required.
• Travel to other locations as required.
• Other related responsibilities as assigned.

QUALIFICATIONS

• Minimum of a high school diploma or HiSet.Associate degree preferable.
• At least two years of administrative experience in a busy professional office environment.
• Comprehensive knowledge of building structure and a keen interest in problem-solving and communicating with business associates.
• Interest and ability to work in a busy office with employees, clients and volunteers
• Fluency in English with excellent written and verbal communication skills.Bilingual ability a plus.
• Strong organizational and time management skills.
• Attention to detail with the ability to multi-task, prioritize, and meet deadlines.
• Proficiency in Microsoft Office suite, including Excel, Word, and Outlook.
• Ability to work effectively with individuals at all levels for internal and external communication.
• Demonstrated professionalism and courteousness in all interactions.
• Role may require periodic overtime to meet project deadlines or special events.
• Ability to lift and carry office supplies and equipment up to 25lb. as needed.