Administrative Assistant

Greater Boston Legal Services (GBLS) is committed to fair employment practices. We are proud to employ a staff with the cultural and linguistic competency to work within a variety of communities.

Greater Boston Legal Services (GBLS) seeks a qualified candidate to fill an Administrative Assistant position whose primary responsibilities will be to support GBLS Administration Unit, the Senior Management Team and the Board of Director.

DUTIES/RESPONSIBILITIES:

• Provide high-level administrative support to the Senior Management Team, the Accounting, Development and Human Resources departments and the Administration Unit as a whole, in coordination with a team of administrative personnel.
• Perform clerical and administrative tasks, including preparing meeting minutes, letters, memos, invoices, reports, staff timesheets, contracts, and other payroll, contract and financial documents.
• Maintain agency-wide Outlook and Teams calendar, contact lists and other records for the Human Resources Department and the Administration Unit.
• Coordinate logistical issues for agency-wide calendar, meetings, retreats, and training events.
• Make travel and accommodation arrangements for members of the Senior Management Team, the Board of Directors, and other employees for work-related events.
• Administrative support to Accounting, Development, and Human Resources departments, as needed.
• Perform daily data entry of cash receipts into ERP system.
• Ongoing submittal of Administration invoices into ERP system for manager approval.
• Manage petty cash for meetings, unit needs and provide a backup resource of program units petty cash needs.
• Track lobby activity for annual reporting to Auditor and State.
• Assist the Human Resources Department with job postings, recruitment activities and record keeping.
• Coordinate the internship recruitment procedure and manage the Internship Application Inbox in partnership with the Unit Managers and Supervisors.
• Coordinate logistical arrangements for new employees including on-boarding preparation, orientation meetings and general administration support.
• Answer and direct unit calls to the appropriate staff members.
• Backup administrative support to the Board of Directors and its Committees.
• Distribute necessary forms to new interpreters. Add Interpreter information to the LegalServer database, and ensure the interpreters' roster remains current and updated.
• Perform other related duties as assigned for special projects and/or organizational events.

REQUIRED SKILLS / ABILITIES:

• Minimum 3 years of experience in providing administrative support to a member of the executive team, preferably in a legal or non-profit organization.
• Proven experience in organizational skills with an exemplary professional and positive attitude.
• High Proficiency in Microsoft Office Suite and the ability to learn new or updated software. Familiarity with ADP and database management.
• Ability to function well in a fast-paced environment with excellent time management skills in dealing multiple projects and competing priorities.
• Having good judgment in interpersonal skills and in managing confidential records.
• Excellent verbal and written communication skills.
• Able to handle phone calls and communicate professionally and sensitively with people from all ethnic groups and social backgrounds.