Job Description

Job Description

Our client, based in Lincoln, MA, is a social impact agency committed to helping nonprofits grow through long-term, brand-loyal donor relationships. They are seeking a proactive and highly organized temporary Office Admin to support a small executive team and an office of approximately 50 employees.

This hybrid role requires 24 hours/week, with full days in-office each Tuesday and 4 hours/day remotely M/W/Th/F, for approximately 6 months. The ideal candidate will be detail-oriented, resourceful, and comfortable managing both executive support tasks and office operations.

Reporting to the Director of HR, this role will run approximately from mid-August through mid-February.

Duties/Responsibilities:

Executive Support

• Schedule meetings for the President and Executive Leadership Team (ELT); assist with follow-up post meetings
• Manage the President’s calendar; adding tasks to her day as needed for meeting prep
• Assemble weekly leadership report and distribute by designated time
• Coordinate and collaborate within enterprise on behalf of President
• PowerPoint support for VP meetings
• Book travel for the President and ELT members
• Complete time and expense reports for the President
• Assisting President with any tech issues with assistance from IT
• Make and manage dinner reservations; communicate changes as needed
• Request IT support prior to large meetings

Office Management

• In the office full days each Tuesday and 4 hours remotely remaining days (Sept & Dec onsite meetings)
• Proactively order snacks, drinks, and supplies each Tuesday for the following week
• Maintain stock of essentials: coffee, hand soap, dish soap, sponges, paper towels, first aid, printer paper, etc.
• Serve as a point of contact for building maintenance and vendors (door schedule, plants, coffee, etc.)
• Coordinate catering for meetings, including dietary needs, set up, and cleanup
• Plan and communicate in-office activities
• Provide logistical support for internal events as needed

Event Support

• Coordinate logistics for onsite events for ~ 100 people including Summer Outing and Holiday Celebration
• Track costs, travel, and attendance
• Act as liaison with venues and vendors
• Communicate event details clearly and effectively with employees

Required Skills/Abilities:

• Excellent organizational, written, and verbal communication skills with a meticulous attention to detail
• Proficient, experienced user of Microsoft Outlook, OneNote, PowerPoint, Excel, and Word
• Experience administering online, cloud-based applications (i.e., Teams, SharePoint)
• Ability to manage confidential information and communication appropriately; demonstrate discretion and good judgement
• Collaborator and initiative-taker
• Understanding and comfort with technology
• Demonstrated exceptional work ethic, time management skills and “can-do” attitude in a fast-paced environment
• Energy, passion, honesty, and ownership
• Marketing agency background a plus

Education and Experience:

• Bachelor’s business degree or the equivalent knowledge and experience required
• 3-5+ years in an executive/c-suite administration role; 1 year of related office manager experience

Hourly rate: Final determination of compensation will be based on an evaluation of skills, level of experience and leadership

Candidates must be within comfortable commuting distance to Lincoln, MA

Job Tags

Similar Jobs