Operations Assistant - Start Now

Job title: Operations Assistant
Job ID : 730626
Location: Boston, MA 02111
Client: Commonwealth of MA
Pay : $25.00/hr
Duration - 3+ months
Part time, 22.5 hours
M/W/F 9-5

Summary
The Operations Assistant will support the work of the agency and organize the physical space of the agency. A candidate must be comfortable working independently, prioritizing and multitasking activities, and gaining an understanding of the work.

Per Client - want them to have boosters as well, since they will be coming in the office and interacting with staff.
Or at least be full vaccinated and willing to get boosters.

This will be a part-time, 3 days per week, fully in office role.

RESPONSIBILITIES:

• Welcome guests: offer top-tier service, directing visitors to relevant offices or personnel, triage calls and emails.
• Coordinate general office operations: oversee office inventory supplies, key card access, participate in new hire training on operations, and mail room logistics (organize deliveries, shipping, mail distribution & postage).
• Oversee recycling and shredding programs.
• Process department invoices.
• Contribute to internal newsletter, develop and maintain department SharePoint page, update internal documents.
• Provide support for Zipcar and Blue Bike programs.
• Communicate building and equipment issues to Operations Manager and Building Management.
• Support staff and external events: organize catering, production, entertainment, and guest speakers.
• Assist in preparation for Council Meetings and Executive Committee Meetings.
• Assist MAPC's digital workflow for processing contracts, including signature facilitation.
• Communicate with DocuSign and Seamless Representatives to relay needs, organize multidepartment meetings to address issues, and assist in training staff.
• On occasion, support external meetings by providing general event assistance; may involve travel to locations in metro Boston where meetings are being held.
• Assist staff members with miscellaneous administrative projects and short-term research tasks.
• Other duties as assigned.

QUALIFICATIONS:

• Candidates for this position should have a minimum of two years' professional office experience in office administration. Associate's degree or higher preferred or equivalent combination of education and experience.

Successful candidates for this position will demonstrate all or most of the following:

• Excellent customer service skills and strong oral and written communication skills.
• Know of Ability to originate and complete assigned tasks on own initiative is a plus.
• Proficiency in the MS Office Suite (Word, Excel, PowerPoint, Outlook, Teams,) is required.
• Excellent written, oral, presentation, and interpersonal communication skills are required.
• Ability to work with minimal supervision and respond well to change in business needs in a multifaceted, fast-paced, environment is required.
• In-depth experience with operating and communication platforms (SharePoint, Zoom,).
• Ability to identify, streamline and make recommendations to improve administrative processes and procedures.
• Ability to work on multiple tasks and tolerate frequent interruptions.
• Ability to balance multiple priorities, and to seek assistance in doing so when necessary.
• Strong research skills and resourcefulness abilities.
• Excellent professional phone manner, strong communication skills.
• Excellent attention to detail within a fast-paced and entrepreneurial environment.
• A passion for working in a mission-driven agency and a commitment to diversity and inclusion.

PREFERRED: Experience formatting documents such as flyers, labels and reports helpful; ability to work in Adobe Suite (PhotoShop, InDesign, etc.) a bonus.

Per MAPC COVID-19 Vaccine Policy, all employees, including temporary employees, must be fully vaccinated. This position will require the selected candidate to show proof of full vaccination against COVID-19, including up to date boosters. MAPC is an equal opportunity employer and will consider reasonable accommodation to those individuals who are unable to be vaccinated consistent with federal, state, and local law.