Administrative Assistant Job at The Dimock Center in Town of Roxbury

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The Administrative Assistant provides comprehensive administrative and operational support to the Executive Assistant (EA) and serves as a key liaison for staff, board members, and visitors. This position ensures smooth day-to-day operations of the front office and mailroom while maintaining a professional, organized, and welcoming environment.

Core Administrative Responsibilities

• Assist the Executive Assistant in managing the CEO’s calendar, scheduling, and meeting coordination.
• Support meeting logistics, including room bookings, catering, materials preparation, and technical setup.
• Attend board meetings, record minutes, and track action items and deliverables.
• Maintain accurate contact information for board members.
• Coordinate complex travel arrangements and itineraries in collaboration with the EA.
• Support board-related projects, including planning board retreats and events.
• Track and follow up on key deadlines, tasks, and commitments from meetings.
• Manage office supplies, equipment, and vendor relationships to ensure efficient operations.
• Process and track expense reports, reimbursements, and invoices.
• Provide administrative support to the Development Office and, as needed, to members of the C‑suite.

Front Desk Responsibilities

• Serve as the first point of contact for visitors, clients, and staff, providing prompt, courteous, and professional service.
• Answer and route incoming phone calls to appropriate departments.
• Greet and assist visitors, ensuring a positive and professional experience for all guests.
• Maintain a clean, organized, and welcoming reception and lobby area.
• Assist with general administrative and clerical duties to support daily office operations.

Mailroom Responsibilities

• Oversee daily mailroom operations to ensure timely and accurate handling of correspondence.
• Receive, sort, and distribute all incoming mail, packages, and deliveries.
• Stamp and process outgoing mail.
• Notify designated staff upon receipt of packages or special deliveries.
• Maintain organized mailroom systems and supplies.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Visio).
• Ability to manage multiple priorities in a fast‑paced professional environment.
• Strong reliability, punctuality, and attention to detail.
• Professional demeanor and polished communication skills.
• Proactive, self‑motivated, and adaptable to changing needs.
• Excellent interpersonal and team collaboration skills.
• Demonstrated discretion and confidentiality in handling sensitive information.