PJ → 
9 Jun 2025
Full-Time Administrative Assistant / Administration Unit
Job Description
Greater Boston Legal Services (GBLS) is committed to fair employment practices. We are proud to employ a staff with the cultural and linguistic competency to work within a variety of communities.
Greater Boston Legal Services (GBLS) seeks a qualified candidate to fill an Administrative Assistant position whose primary responsibilities will be to support GBLS Administration Unit, the Senior Management Team and the Board of Director.
DUTIES/RESPONSIBILITIES:
- Provide high-level administrative support to the Senior Management Team, the Accounting, Development and Human Resources departments and the Administration Unit as a whole, in coordination with a team of administrative personnel.
- Perform clerical and administrative tasks, including preparing meeting minutes, letters, memos, invoices, reports, staff timesheets, contracts, and other payroll, contract and financial documents.
- 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 for work-related events.
- Administrative support to Accounting, Development, and Human Resources departments, as needed.
- Perform daily data entry of cash receipts into ERP system.
- Ongoing submittal of Administration invoices into ERP system for manager approval.
- Manage petty cash for meetings, unit needs and provide a backup resource of program units petty cash needs.
- Track lobby activity for annual reporting to Auditor and State.
- Assist the Human Resources Department with job postings, recruitment activities and record 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.
- Answer and direct unit calls to the appropriate staff members.
- Backup administrative support to the Board of Directors and its Committees.
- Distribute necessary forms to new interpreters. Add Interpreter information to the LegalServer database, and ensure the interpreters’ roster remains current and updated.
- Perform other related duties as assigned for special projects and/or organizational 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 comprehensive health insurance, retirement contribution, paid time off, and ongoing professional development opportunities.
How to Apply
Candidates should submit a letter of interest and resume to the Human Resources Team via email at jobs@gbls.org. Please refer to Job Code: ADMIN-ASST when applying for this position. Applications will be accepted until the position is filled, but applicants are encouraged to submit applications by June 30, 2025. Job expires in 12 days.
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