Office Administrator

Office Administrator

Location: Waltham, MA (in-office with some possible remote days after introductory period)

Organization: The Mediation Group (a nonprofit Dispute Resolution & Consulting Organization)

We are seeking a highly organized, adaptable Office Administrator to join our small administrative team. This role supports day-to-day operations for a nonprofit organization providing mediation, arbitration, and organizational consulting services. The Office Administrator plays a critical role in ensuring smooth operations, a welcoming client experience, and strong support for our panel of approximately 20 part-time mediators and arbitrators.

Part-time option: We are open to hiring two part-time people to support all the needs of the office. Part-time candidates must have strong experience and skill in one of the core areas.

This position is ideal for someone who enjoys variety, takes initiative, and is comfortable working independently — someone who sees what needs to be done and does it, and who is interested in developing systems to build efficiency. Candidates do not need experience in every area listed below; we are especially interested in applicants who are strong in one core area (financial/accounting or scheduling/case management) and open to developing skills in the other areas:

Core Areas:

• Client & Panel Support
  • Greet clients and create a calm, professional office environment
  • Schedule mediations and meetings; manage calendars
  • Coordinate paperwork, intake information, billing, and payments
  • Support panel members with scheduling, preparation, and follow-up
• Administrative & Financial Support (depending on experience)
  • Assist with invoicing, payments, reimbursements, and recordkeeping using Quickbooks
  • Maintain databases and systems (e.g., FileMaker, Box, Mailchimp)

Other Key Responsibilities

• Office & Operations Support
  • Manage phones, voicemail, email, mail, filing systems, and office supplies
  • Maintain office space, equipment, and vendor relationships
  • Support day-to-day office operations and special projects
  • Provide light IT support
  • Assist with newsletters, website updates, marketing materials, and events

Qualifications & Attributes

• • Strong organizational skills and attention to detail
  • Flexible, proactive, and comfortable juggling multiple responsibilities
  • Willingness to learn new systems and improve processes
  • Strength in either:
  • Financial management/accounting (QuickBooks experience a plus), or
  • Scheduling, case management, or administrative coordination
  • Professional, warm, and client-centered communication style
  • Ability to handle confidential information with discretion
  • Strong computer skills and experience with Apple products preferred
  • Interest in or openness to learning about dispute resolution/mediation; an ability to appreciate multiple perspectives is a strong plus

About Us

Our nonprofit is committed to excellence in mediation, arbitration, and consulting services, and to advancing constructive conflict resolution in civil, family, and organizational settings. The Administrative Team is central to fulfilling our mission and supporting both our clients and our panel members.

A cover letter is required along with your resume. In your letter, please state the reason for your application, and whether you are a part or full-time candidate.