Advocates

Administrative / Project Assistant

US-MA-Framingham
Job ID
2017-3749
Type
Regular Full-Time
Number of Hours Per Week
40

Overview

Advocates promotes a healthy work-life balance and offers many generous perks of employment and room for advancement.  We are a strong-knit community that values the ideas and contributions of our staff.

 

The Administrative / Project Assistant will provide administrative assistance to executive staff, while relieving management of complex details and advanced administrative duties. Work is of a highly confidential nature requiring a broad understanding of Company policies and practices and discretion with respect to internal personnel information, to company proprietary information and to external customer information. Contacts are with the executive team, internal personnel at all levels and with high-level customers, requiring diplomacy, accuracy, judgment and discretion.

 

Are you ready to make a difference?

Responsibilities

  • Coordinate administrative activities and duties related to the executive staff; continuously review and update status of various departmental activities. Attend meetings, take and distribute meeting minutes.
  • Provide administrative support including complex strategic financial and business matters such as presentations, drafting and document control of business contracts, strategic proposals and financial presentations.
  • Organize and manage complex records, proposals, measurements of progress, and information. Design systems in Excel for tracking information on budgets, expenses and supply up-to-date information as needed.
  • Create and maintain business correspondence, business plans, charts, graphs, policies and procedures. Interpret, analyze and review for logic and accuracy. Write and design elaborate PowerPoint slide presentations for internal and external meetings.
  • Handle voicemail and e-mail. Use judgment and discretion to act upon all issues that can be handled without additional input from direct managers. Read and route incoming mail.
  • Coordinate appointments and staff meetings.  Serve as point of contact for meeting communications and for assuring the appropriate people participate.
  • Coordinate and manage projects and conferences as assigned; to include, arranging facilities, monitoring budgets, organizing presenters, and managing event registration.
  • Interface with various consultants and suppliers.
  • Refer matters to appropriate parties at all levels of the organization for action and follow-up to ensure proper disposition.

Qualifications

  • Associate’s Degree and minimum of two years’ administrative experience.
  • Must have knowledge of Microsoft Office, Outlook and Microsoft Project.
  • Excellent written and verbal communication skills.
  • High energy level, superior interpersonal skills and ability to function in a team atmosphere.
  • Ability to prioritize work, handle details accurately and follow-up with minimal supervision.
  • Strong organizational skills; ability to handle periodically heavy workloads under strict deadlines.
  • Ability to maintain strict confidentiality of information handled.

**Please, no agency Recruiters!**

 

Salary: Approximately $45,000/year

 

Advocates is an EOE/D/F/M/V.

  

Why Should I Consider a Career in Human Services?

Our Team members are dedicated to engaging and empowering individuals by forming lasting relationships, collaboratively achieving personal goals, offering creative solutions to everyday and complex situations, and actively listening.  We exercise independent judgement and contribute to the overall success and benefit of the Team.

Is Human Services a Fit for Me?

Successful Team members are open-minded, eager and compassionate, and will exercise solid, independent judgement while fostering trustworthy relationships with the individuals that we serve.  We put the individual first.

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