Administrative Assistant

In the new position, the Administrative Assistant will provide proactive administrative and special project support ensuring the most successful and efficient use of the Director of Capital Planning’s schedule. The Administrative Assistant will support the Capital Planning Department with administrative needs as assigned by the Director.

Essential Functions:

·         Manage the Director’s schedule; organize reoccurring meetings and respond to meeting requests

·         Maintain running list of requests by the Director  and proactively provide reminders as appropriate for actions and deadlines required

·         Support the Director and the Capital Planning Department team by performing assigned general clerical duties including, but not limited to, filing, preparing and editing documents, photocopying, scanning and emailing

·         Enter calls or meeting references/notes  into the project management system

·         Assist  in administering personnel tasks including collecting timesheets and submitting to Human Resources, tracking vacation and other personnel requests, and assisting with scheduling  performance review meetings

·         Receive and log all departmental incoming submittals for Director’s review to ensure timely review and return of all submittals

·         Mail all letters signed by the Director and scan and distribute copies in accordance with department communication protocol

·         Receive and log all departmental correspondence, by mail or email, maintain and publish departmental correspondence log and distribute to the appropriate staff members  as appropriate 

·         Assist in the tracking for the review of   outgoing letters ensuring timely responses. and Assist Senior Capital Program Manager, Director of Project Management and Director of Capital Planning in responding to Freedom of Information Act (FOIA) requests

·         Organize  departmental staff meetings, assisting assigned chairs as needed and ensuring agendas are set one week (long lead time?) prior to meeting

·         Act as the central point of contact for website signoffs and maintenance (what would this person be maintaining)

·         Assist others with setup for roundtable, board, and other applicable meetings as needed

·         Assist with large mailings, Statement of Interest documents

·         Assist in scheduling and monitoring document archiving process

·         Gather PowerPoint slides from several sources and consolidate into one cohesive Power Point presentation for board meetings

·         Relieve the Receptionist on a rotating schedule with other assigned staff members

·         Perform other duties as assigned

Required Education, Skills, and Experience (unless otherwise noted):

·         High School diploma. College degree preferred.

·         Minimum two plus years related office-based administrative work experience ; including calendar management experience

·         Strong computer skills, including Microsoft Word, Excel, Outlook, Access, Power Point, and Internet search engines

·         Excellent verbal and written communication skills, including telephone skills

·         Professional interpersonal style; ability to interact and build trust with a diverse range of people

·         Superb proactive organizational skills

·         Ability to work on several different, unrelated tasks at the same time

·         Ability to work under the pressure of tight deadlines

·         Comfort level with ‘managing up’ regarding scheduling and other pertinent areas

·         Ability to make decisions about how to prioritize and organize own work

·         Ability to be reliable and functional

·         Exhibit a ‘can-do’ attitude and flexible work style approach

·         Ability and willingness to proactively research and/or solve issues

·         Mature interpersonal style; ability to interact calmly with a diverse range of people

·         Patience and flexibility to meet demands of a constantly changing schedule

·         Ability to maintain confidentiality at every level

Qualified and Interested?

Please submit your cover letter and resume by email to hr@massschoolbuildings.org.  Include “Administrative Assistant” in the email subject header.  Please include your salary requirements in your cover letter. 

About the MSBA

The Massachusetts School Building Authority is a quasi-independent government authority that partners with Massachusetts communities to support the design and construction of educationally-appropriate, flexible, sustainable, and cost-effective public school facilities.  Visit www.massschoolbuildings.org for more information.  Equal Opportunity Employer.  Diversity candidates are encouraged to apply.