Part- Time Administrative Assistant - Project Management

    • Job Tracking ID: 512213-785856
    • Job Location: Boston, MA
    • Job Level: Entry Level (less than 2 years)
    • Job Type: Part-Time/Regular
    • Date Updated: August 16, 2021
    • Years of Experience: 2 - 5 Years
    • Starting Date: ASAP
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Job Description:

GBFB Overview

Through the compassion and commitment of our supporters, staff, partners and volunteers, The Greater Boston Food Bank (GBFB) takes a bold, innovative and multi-pronged approach to achieve our mission to end hunger here. GBFB is the largest hunger-relief organization in New England and among the largest food banks in the country. We are committed to increasing our food distribution to provide three meals a day to every person in need in Eastern Massachusetts while supporting healthy lives and healthy communities. Our progress toward this goal is documented by town on our interactive map.

The Greater Boston Food Bank is a member of Feeding America, the nation’s largest hunger-relief organization.

Through compassion and action, together we can create a hunger free Eastern Massachusetts.

GBFB Team Members will support the Mission to End Hunger Here. They will live our Team Member Values of Team Member Wellbeing, Teamwork, Diversity Equity and Inclusion, Respect, Trust and Our Eastern Massachusetts Community.

GBFB Core Competencies

GBFB Core Competencies summarize the capabilities that are important across all jobs and that we believe collectively contribute to GBFB’s overall success. We believe they support our mission and our values. At the same time, the expected behaviors as they relate to Core Competencies may vary according to the specific job duties, requirements, and level within the organization. Core Competences are usually interpersonal and strategic and are at the heart of how we do our work.

The GBFB Competency Framework focuses on six Core Competencies:

  • Contributes to a High Performing Team
  • Builds a Shared Commitment
  • Empowers Others
  • Drives Continual Improvement
  • Communicates Collaboratively
  • Displays Authenticity and Transparency

Affirmative Action/EEO statement

GBFB provides equal employment opportunities to all Team Members and applicants for employment without regard to race, creed, color, religion, national origin, citizenship status, gender, sexual orientation, marital status, age, disability, handicap, genetic information, protected veteran status or any other characteristic protected by applicable federal, state, and local laws. This applies to all terms and conditions of employment, including but not limited to hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, benefits, and training.

No Team Member or applicant will be subjected to harassment, intimidation, threats, coercion or discrimination because they have engaged in or may engage in any of the following: (1) filing a complaint of employment discrimination; (2) assisting or participating in an investigation, compliance review, hearing, or any other activity related to the administration of any federal, state or local law requiring equal opportunity; (3) opposing any act or practice made unlawful by any federal, state or local law requiring equal opportunity; or (4) exercising any other right protected by any federal, state or local law requiring equal opportunity.

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

GBFB is considered an essential response organization in times of disaster. As such, Team Members are expected to report to GBFB locations as required, after securing the safety of their families, and may be asked to perform duties that are critical (but outside of their regularly assigned duties) in times of disaster.

Position Summary

This Temporary Administrative Support (‘temp admin’) position supports the Project Management Department. This position is specifically funded to assist with the development and implementation of the organization’s digital strategy. Assist the core Project Management team with a diverse range of critical, time-sensitive administrative functions and technical functions on a fast-paced basis. This person should be motivated, professional, courteous, and consistent, with a close attention to detail and timelines. The person should possess strong written and verbal communication as well as computer software skills.

Position Essential Duties and Responsibilities

  • Manage project files (paper/electronic) for the Project Lead and individuals reporting to the VP of Digital Strategy
  • Produce timely, accurate, and consistent letters, minutes, memos and agendas
  • Perform administrative functions including but not limited to: meeting registration, expense report management, and travel planning
  • Arrange for meeting materials preparation and room setup and restoration as needed
  • Manage the Project Lead’s calendar and travel scheduling, including but not limited to: prioritizing, scheduling, planning, organizating internal and external meetings, and resolving schedule conflicts on a timely basis
  • If required, attend meetings and accurately take and transcribe meeting notes in the form of minutes, often early in the morning but may include evening meetings
  • Collaborate with other administrative personnel
  • Other duties as assigned

Work Environment/Physical Demands:

  • Ability to sit a minimum of 3 hours
  • Valid driver’s license

Travel Required? No

Is This Position Able to be Performed Remotely? Yes

Experience and Skills:

Knowledge, Skills and Abilities

  • Excellent written, oral and interpersonal skills
  • Advanced proficiency in Microsoft Office suite
    • Detail oriented with sensitive tasks on a consistent basis
    • Ability to think critically, multi-task, work under pressure and meet deadlines required
  • Excellent organizational skills, strong prioritization skills and irrefutable attention to detail
  • Experience building and fostering relationships across business functions
  • Excellent customer service skills and a positive and instructive phone manner
  • Ability to work both independently and in a team environment as a flexible team player

Mandatory Education, Experience and Interest

  • High School diploma required; Bachelor's degree preferred
  • Three to five years of experience in an administrative support position
  • Interest and commitment to GBFB’s mission to "End Hunger Here"
  • Demonstrates the required digital competencies that result in the effective usage of the full range of digital technologies at GBFB