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Administrative Assistant

Organization:
Samaritans
Job Title: Administrative Assistant
Job Type:
Administrative
City:
Boston
State:
Massachusetts
Job Search Ends:
October 31st, 2020
Organization's Website:

Background

For over 45 years, Samaritans, Inc. has been devoted to reducing the incidence of suicide by alleviating despair, isolation and suicidal feelings among individuals in their community through a process known as befriending. Volunteers provide compassionate and non-judgmental support free of charge 24 hours a day, 7 days a week.

Samaritans is known for its innovative approach to serving the community and provides a full range of suicide prevention, intervention and postvention services. An extended community education and outreach program increases the public knowledge on this issue. Phone, text and chat-based crisis services are provided to support those in distress. Support groups and personal visits assist people and families impacted by suicide loss in their grieving and healing process.

Job Summary

The Administrative Assistant (AA) will manage business related tasks for the Executive Director and will work closely with the Leadership Team. This role presents an exciting opportunity for a compassionate and empathetic individual who is detail-oriented and an excellent multi-tasker to help ensure efficient operation of the organization leading to greater success in support of our mission. The ability to connect with the mission and values of Samaritans is vital; familiarity with suicide prevention is a plus.

Currently all Samaritans employees are working remotely.  Applicants should be aware that this position will be temporarily remote.  It is hoped/anticipated that the Samaritans office, located in Boston will reopen in January 2021 at which time employees will return, with some flexibility.

Reports To

Executive Director

Responsibilities

KEY RESPONSIBILITIES

Executive Director
Assist ED in daily administrative tasks enabling efficiency and effectiveness of work:

  • Manage meeting arrangements including Zoom and related reservations/details
  • Draft slide agendas and slide decks
  • Board of Directors
    • Meetings including arrangements, logistics, set-up
    • Emails and outreach per the ED
    • Manage Zoom and phone calls for various board committees
    • Attend and record minutes; distribute and record approved set

General Office
Ensure overall office efficiencies and smooth operations:

  • Automate conference/meeting room calendars
  • Monitor and procure office supplies including procurement budget
  • Maintain a clean and orderly office environment
  • Monitor office cleaning schedules; work with building management on cleaning services
  • Answer the business line, check the general voicemail daily, respond to calls as needed, and direct calls to appropriate personnel
  • Responsible for the Jobs and Info email inboxes, check and forward both daily to the appropriate contact
  • Receive, sort and distribute mail and deliveries
  • Welcome and provide general support to visitors
  • Carry out general clerical duties including maintenance of files and records
  • Oversee records maintenance and purging per policy

Leadership Team
Provide leadership team members with essential administrative support to improve the functioning of their departments:

Development

  • Daily accurate data entry of gifts and constituent information, creating and processing timely acknowledgment letters, daily electronic deposit of checks, and monthly reconciliations with accountant
  • Assist with donor outreach including donor meetings, preparing PowerPoints and packets
  • Assist with mailings and submitting corporate/foundation proposals
  • Answer calls to the Development phone line as needed
  • Logistical and administrative support for RSVPs and on-site registration for special events leading up to and onsite for the 5K and Breakfast for Hope

Programs

  • Assist with recruitment of interns and volunteers, attend community and recruitment fairs/events as needed
  • Complete Helpline training and three learning shifts; Attend Suicide Prevention Workshop for Teens and for Adults; Attend Grief After Suicide Workshop

Marketing & Communications

  • Support social media outreach for all events and programs as needed
  • Provide proofreading assistance
  • Assist with website update requests

Human Resources

  • Perform administrative HR tasks such as posting open positions (our website and public sites), scheduling interviews and onboarding appointments, assembly of HR packets for new hires
  • Maintain various staff lists and Outlook groups

Qualifications

KEY QUALIFICATIONS

  • 1-2 years professional experience
  • Proficient computer skills, including Microsoft Office (Excel, Word, PowerPoint and Outlook) and Zoom
  • Database experience with Salesforce, Raisers Edge or other CRM desired
  • Essential skills for success in this role include:
    • Planning and organization
    • Proofreading and editing
    • Ability to maintain strict confidentiality
    • Ability to multi-task and remain flexible with competing priorities
    • High degree of attention to detail and ability to accomplish tasks in timely manner
    • Willingness to learn new information
    • Must be able to work independently and collaboratively

Compensation

SALARY & BENEFITS

  • $38,000 - 50,000 annual salary range
  • Benefits include: 401k plan with employer contribution, Short term and long term disability coverage, Life insurance, Health, Dental, and Vision Plans, FSA and HSA-Commuter plans, EAP, 2 weeks’ Vacation in first year, Sick and Personal time off, and 13 paid Holidays

Requirements/Other

SPECIAL REQUIREMENT/ PHYSICAL DEMANDS/ WORKING CONDITIONS

  • Flexible work hours for occasional events in the evening and weekend
  • Occasional physical demands such as running local errands or handling office supply deliveries

How to Apply

Please send your resume (saved as Lastname_resume) and a brief cover letter* (saved as Lastname_coverletter) addressed to the hiring manager, explaining your interest in the position, and how you learned about this opportunity. Email to jobs@samaritanshope.org with “Administrative Assistant” in the subject line. 

*Applications that are missing a resume or cover letter may not be considered.

133 Federal Street, Suite 802 | Boston, MA 02110
Phone: 617.426.2606
© 2019 Philanthropy Massachusetts