Office Administrator-Waltham

Girl Scouts of Eastern Massachusetts - Waltham, MA3.8

Full-time
Girl Scouts of Eastern Massachusetts (GSEMA) serves thousands of girls in grades K-12 and works in partnership with thousands of adult volunteers. It is also a great place to work! Join our team of dedicated professionals and make a difference in girls' lives!

We have a new full-time position open for Office Administrator-Waltham . This position will be based in GSEMA’s Waltham office and will report directly to the Chief Operations Officer (COO).

The Office Administrator provides direct support to the COO, Director of Facilities, Director of IT, Product Program Managers, Membership, and Finance teams in the Waltham office, including administrative and business support, customer service, and other duties as assigned.

The ideal candidate will excel at interpersonal communications as well as proficiency with computer and office equipment. They will be able to successfully multitask while demonstrating poise along with strong organization and time management skills. They will exercise discretion and judgement in handling the multiple requirements and priorities of their position.

Key Responsibilities

Provides comprehensive administrative services including preparation of reports, general correspondences, memos and charts for the operations, facilities, IT, product program, membership and finance functions of the council.

Ensures timely and accurate review and preparation of all product program, utility, maintenance, and information technology invoices as assigned for approval by the Director of Facilities, Director of IT and/or COO for processing to finance.

Maintains filing systems and information related to facilities, IT and product program, including property and IT specific files, product program inventory management, service, billing and accounting records.

Provides administrative support to COO for Strategic Planning, Long Range Property Planning and other operations initiatives.

Performs Waltham office administrative duties related to office supplies, general office support, and office security (including codes, keys/other devices and related documentation).

Responsible for maintenance of all office equipment, including copiers, fax machines, and furniture, including interactions and communications with suppliers and vendors.

Coordinates all office relocations and moves of GSEMA staff in all locations with site coordinators.

Negotiates the purchase of office supplies, furniture, and office equipment for GSEMA in accordance with GSEMA’s purchasing policies (RFP’s /Bids) and budgetary restrictions; prepares voucher orders for office supplies and equipment, with appropriate approvals.

Accesses Doubleknot database for all property reservations for troop camping and for outside groups, working with property site managers to ensure readiness of properties for activity use.

Works closely with summer camp registrar and property site managers to ensure appropriate scheduling and maintenance of properties for summer camp season.

Identifies and initiates opportunities for improved efficiency and streamlined processes.

Schedules, organizes and attends select meetings to record minutes, as directed.

Provides professional, quality customer service to staff, volunteers, property vendors and all other community contacts on a day-to-day basis.

Maintains confidentiality on behalf of the Girl Scout organization and in accordance with the GSEMA Comprehensive Information Security Program (CISP).

Performs other duties as assigned.

Skills and Qualifications

Minimum of five years previous office experience in an administrative position preferred.

Proficient in the use of Microsoft Windows and Office software, including databases and office equipment.

Experience providing outstanding customer service with a helpful attitude.

Ability to maintain a high degree of confidentiality.

Skills in planning, organizing and prioritizing work activities using time effectively. Anticipates and meets all deadlines.

Ability to multi-task and maintain grace under pressure.

Effective verbal and written communication skills.

Ability to handle high volume tasks (e.g. telephone calls, data entry and computer work) in a fast-paced environment.

Continual attention to detail in composing, typing and proofing materials, including data entry; ability to edit work for spelling and grammar and present numerical data effectively.

Strong math skills, maintaining accuracy with attention to detail.

Ability to work independently and with limited supervision, as well as be a team player.

Must be flexible with the ability to adapt to organizational changes and emerging priorities.

Ability to identify, analyze and solve practical problems and successfully manage a variety of variables and personalities.

View working/collaborating with individuals of diverse backgrounds and ages as an asset.

Self-motivated and willing to learn new skills.

Possess a valid driver’s license and access to a motor vehicle.

Must be able to lift 20 lbs.

FLSA: Exempt

To learn more about our council, please visit: www.gsema.org

Girl Scouts of Eastern Massachusetts offers a competitive benefits package including generous paid time off, health and dental insurance, training opportunities, and much more.

Can’t wait to join our team?