Administration Assistant (4899)

PAY TRANSPARENCY STATEMENT:

In accordance with The Massachusetts Pay Transparency Act, BNHC provides reasonable pay range for each posted position. Actual compensation will be based on multiple factors such as relevant experience, education and training to determine offered rates. This range represents the organization's good faith estimate of the possible compensation at the time of posting.

POSITION SUMMARY: We are seeking a detail-oriented and proactive Administrative Services Coordinator to ensure smooth daily operations. This role combines administrative duties, event coordination, financial processing, and social media content creation in a dynamic environment. There is a heavy emphasis on providing ongoing comprehensive support to our executive team. This is a 40 hour per week position on site. Remote work is not available.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Executive & Administrative Support (approx. 10 hrs/week)

• Coordinate meetings and manage calendars for executive team members
• Handle ad hoc requests and provide general administrative assistance
• Serve as a key point of contact for internal and external stakeholders

Financial Processing (approx. 10 hrs/week)

• Process incoming checks including copying, logging, and routing to Finance
• Maintain accurate records of all financial transactions handled

Social Media & Communications (approx. 6 hrs/week)

• Create engaging content for company social media platforms
• Maintain consistent brand voice and messaging across channels
• Attend company events to gather content for posting

Event Planning & Coordination (approx. 5 hrs/week)

• Plan and coordinate company events and meetings
• Manage logistics, vendor relationships, and event budgets

Food Services Coordination (approx. 3 hrs/week)

• Order and coordinate lunches and meal orders for meetings and events
• Manage vendor relationships and ensure dietary requirements are met

Board Support (approx. 3 hrs/week)

• Assist with board-related activities and meeting preparation
• Coordinate materials and logistics for board meetings
• Check in with board members weekly
• Send out reminders one week prior to board function including monthly meeting
• Populate drop box with board documents
• Attend board-related meetings and take accurate minutes. Submit meeting minutes within 2 weeks of meeting

Parking & Facilities Administration (approx. 2 hrs/week)

• Process check requests for parking department payments
• Serve as primary point of contact for parking group
• Manage parking pass distribution including sorting, labeling, and coordination with Public Safety
• Maintain current staff parking list

Meeting Room Management (approx. 1 hr/week)

• Schedule and coordinate meeting room reservations
• Ensure rooms are properly set up and resources are available based on the needs of the person reserving the space

MINIMUM SKILLS AND KNOWLEDGE REQUIREMENTS:

• 2+ years of administrative or office coordination experience
• Excellent organizational and time management skills
• Strong written and verbal communication abilities
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Experience with social media platforms and content creation
• Ability to manage multiple priorities and meet deadlines
• Attention to detail, especially with financial processing
• Professional demeanor and ability to maintain confidentiality

PREFERRED QUALFICATIONS:

• Experience supporting executive-level staff
• Associate's degree or equivalent work experience

WORKING CONDITIONS:

Works in a busy community health center in downtown business district. Interruptions are present and can be disruptive to workflow. Stress is present due to a high volume of work, diversified nature of activities and frequent deadlines.

PHYSICAL REQUIREMENTS:

Physical demands require lifting small pieces of office equipment and/or boxes not to exceed 20 lbs. Standing, walking and sitting involved with position. Visual acuity sufficient for reading, Hearing acuity for holding conversations with or without the use of audio devices.