Executive Assistant

Boston, MA, United States

Job Title: Executive Assistant

ReportsTo : Director of Operations and Development

Location: Boston, MA / Temple Place Office

The Boston Center for Independent Living (BCIL) is a frontline civil rights organization led by people with disabilities that advocates to eliminate discrimination, isolation, and segregation by providing advocacy, information and referral, peer support, skills training, PCA services, and transitional services in order to enhance the independence of people with disabilities.

As an organization, we commit to making all aspects of our work antiracist, not only because it is just but because it is necessary to serve our community of people with disabilities. We commit to purposefully identify, discuss, and challenge issues of race and ethnicity, and the impacts they have on our organization, our work, and our people.

BCIL serves a very diverse clientele and our staff reflect much of that diversity. People with disabilities, people of color, and those who speak another language are encouraged to apply for positions. All applicants are welcome.

Position Overview: Works closely with the Director of Operations and Development on key BCIL administrative responsibilities, working in person at BCIL’s Downtown Crossing office but also, from time to time, at BCIL’s Dorchester office. Will also work regularly with the administrative team and senior managers. This position demands strong customer service skills, the ability to work with systems implementation, and a creative/problem-solving person who can work on multiple projects concurrently. This position is hands-on and involved with all areas of operational support within both BCIL offices including human resource activities, organization technology, including database and network systems, accessibility compliance, event support, communications, switchboard support, and serving as an ambassador of the BCIL image and brand.

Essential Duties and Responsibilities:

Provide support to the Director of Operations and Development with day-to-day projects, operational needs, and special projects.

Serve as human resource generalist assisting with human resource activities in an organized and appropriate manner which include, but are not limited to, employee records management, orientation support, scheduling interviews and reference checks, outreach activities, mandated compliance requirements, benefits administration, and support of professional development activities.

Assist in the oversight of office technology which includes, but is not limited to, phone systems, mailing operations, server and network maintenance, systems database support, distribution of remote technology (laptops, cell phones, etc.), assistive technology, support and troubleshooting for staff in these areas, and other related items as assigned.

Assist in coordinating BCIL document storage, recovery, and destruction.

Coordinate distribution of supplies and work on office infrastructure concerns including accessibility and equipment needs, coordinating annual BCIL equipment inventory.

Assist with organizational special events and fundraising campaigns.

Provide general administrative support as requested, including backup phone switchboard support.

Be a guardian and ambassador of the BCIL image and brand.

Oversee BCIL administrative operations in the absence of the Director of Operations and Development.

Work occasional evening or weekend hours to assist and attend special events.

Work regularly with the administrative team and senior managers.

Other Responsibilities:

Monitor schedules for the Executive Director and Director of Operations and Development for maximum efficiency. Be the gatekeeper of their time.

Work on organizational communications tools including the BCIL website, social media, e-blasts, press releases, and media contacts. Assist with website maintenance and accessibility using WordPress.

Assist with scheduling interpreters and providing accommodation support for staff.

Assist with reserving meeting space and identifying spaces throughout the Greater Boston area.

Perform other duties as assigned.

Desired Qualifications:

At least two years of experience providing administrative support in a fast-paced environment.

Experience in providing human resources support a plus.

The ability to maintain a high level of confidentiality and sound judgment, including compliance with HIPAA and contract confidentiality requirements.

Understanding of disability rights and independent living philosophy; lived experience with disability is a plus.

Excellent organizational skills and ability to provide thorough attention to detail.

Strong verbal, written and interpersonal skills. Ability to work as a member of a team, be a creative problem solver and deliver exemplary customer service. Displays initiative and self-direction.

Comfortable with technology including network systems, hardware, phone systems, remote technology, assistive technology and proficiency with providing support and troubleshooting with staff.

Computer proficiency in Word, Excel, PowerPoint, Outlook and Office365. Experience with Salesforce, MailChimp and WordPress a plus.

Ability to effectively complete reports and required documentation.

Ability to manage time effectively and carry out projects independently, within a team setting.

Ability to travel within the BCIL service area as necessary (no car required).

Fluency in one or more of the following languages a plus: Spanish, Haitian Creole, Cape Verdean Creole, Portuguese, Vietnamese, Cantonese, or Mandarin.

Ability to model appropriate work habits, attitudes, expectations, boundaries, and attire.

Equipment Operated:

Computers, copier, scanner, Microsoft Office, printer, and other office equipment/programs.

Working Environment:

The office area is a shared workspace divided by cubicles. Verbal communication can be heard from other staff in adjoining cubicles. The position requires 5 days per week in the office. Occasional remote work may be authorized as appropriate.

Hours: 40 hours – Full Time

Benefits:

2 weeks paid vacation (increases with length of service)

2 personal days / 13 holidays / 12 sick days

Health, dental, vision (75% paid by agency).

After 90 days, short-term disability, long-termdisability, group life insurance (100% company paid).

Optional FSA medical and dependent care accounts, critical care insurance and additional life insurance available (employee paid).

403b retirement account available.

MBTA Perc program available via payroll deduction.

Salary : $52,000 – $56,000 annually, depending on skills and experience.

How to apply: Email your cover letter and resume to: [email protected]

BCIL is an Affirmative Action/Equal Opportunity Employer. Reasonable accommodation is provided as needed for employees and other affiliates. Criminal Offender Record Information (CORI) and List of Excluded Individuals/Entities (LEIE) checks are part of BCIL’s standard procedure.

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