Administrative Assistant

Greater Boston Legal Services (GBLS) is an Affirmative Action / Equal Opportunity / Accessible Employer and strives to ensure that our staff members reflect the diversity of the communities we serve.

Greater Boston Legal Services (GBLS) seeks a qualified candidate to fill an Administrative Assistant position whose primary responsibility will be to support the Senior Management Team and the Human Resources Department. 

DUTIES/RESPONSIBILITIES:

• Provide high-level administrative support to the Senior Management Team, the Human Resources Department and the Administration Unit. 
• Assist the Human Resources Specialist in job postings, recruitment activities and records 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.
• 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 in work-related events.
• Perform clerical and administrative tasks, including preparing meeting minutes, letters, memos, invoices, reports, staff timesheets, contracts, and other payroll and financial documents.
• Answer and direct unit calls to the appropriate staff members.
• Backup administrative support to the Board of Directors and its Committees.
• Backup administrative support to Accounting and Development departments in case of need.
• Perform other related duties as assigned for special projects and/or administration 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. 

Salary & Benefits

• Starting salary range is $54,000 to $60,000 based on experience.
• GBLS offers a generous benefits package, including low-cost health insurance, retirement contribution, and paid time off.

GBLS values diversity and encourages applicants from diverse backgrounds and experiences.