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Administrative Assistant

Job Title: Administrative Assistant
Supervisor: Operations Manager
Position Status: Part-time - 50%
Position Location: Virtual with an office in Cambridge, MA

Position Summary: The Administrative Assistant will realize effective day-to-day administrative operations of Mothers Out Front to enable us to operate effectively as a largely virtual organization as we work across four states and expand to more. Reporting to the Operations Manager, the position serves as an essential organizational hub in areas of finance transaction processing, human resources, IT and administration.

About Mothers Out Front: Mothers Out Front is building a diverse national movement of are mothers, grandmothers, and other caregivers coming together to make climate change an issue that our leaders can no longer ignore. Our goal is to build a powerful grassroots movement to ensure a swift, complete, and just transition away from fossil fuels and toward clean and renewable energy. We enable mothers to take active leadership in protecting their children by providing the structure, training, and tools for them to work together on campaigns in their communities and at the statewide level. We are a growing volunteer-led, national organization with a current staff presence in Massachusetts, New York, Vermont and Virginia.

 

Finance

  • Receive mail, open, scan and distribute 2-3 times a week.

  • Deposit checks 2-3 times a week.

  • Scan checks and grant documents.

  • Input all revenue into Nationbuilder and Google Docs.

  • Support development staff with sending appeals and thanking donors as needed.

  • Procure supplies such as office supplies, banners, business cards, projectors, speakers for staff and volunteers as needed.  

  • Process paperwork for vendor payments and reimbursements.

  • Review invoices for accuracy of charges and troubleshoot issues, with support from Operations Manager as needed.

  • Work with staff to ensure timely submission of credit card statements and receipts.

  • Work with staff to ensure that bi-weekly timesheets are submitted on time.

  • Support volunteers and staff in completing paperwork.

  • Serve as a resource for staff and volunteers on “how the system works.”

 

Human Resources

  • Support Operations Manager in researching benefits options.

  • Support the hiring process by placing ads and acknowledging receipt of resumes.

  • Assist with logistics for staff retreats.

  • Support board meetings as needed potentially including logistics and minutes.

  • Support the creating of a thriving place to work for our staff.

 

Administration

  • Research vendors who align with our focus on sustainability and cost effectiveness.

  • Serve as point person for Certificate of Insurance from insurers for MOF events.

  • Order and coordinate distribution of materials for local teams.

  • Assist with additional research and paperwork as needed.

 

Qualifications

  • Minimum of two years’ experience preferably in a non-profit, membership or advocacy organization. Strong candidates currently in school and looking to gain non-profit experience are also encouraged to apply.

  • Analytical, organized, logical thinker with an interest in creating administrative, financial, and operational processes and systems, managing them in a fast-paced environment, and using sound judgment to solve problems as they arise.

  • Demonstrated strong attention to detail.

  • Ability to succeed in a changing, fast-paced environment, to plan and prioritize effectively, to work on multiple projects, and to meet competing demands and deadlines.

  • Strong interpersonal skills and ability to gain the confidence of a variety of constituents. Experience working with volunteers is a plus.

  • Flexibility and ability to work well in a team.

  • Willingness to support volunteers and staff in learning new skills.

  • Experience working in a virtual office environment is a plus.

  • The potential to flex into more hours at key fundraising times may be needed.

  • A strong commitment to support the mission of Mothers Out Front.

 

Serious applicants should forward a cover letter and resume to jobs@mothersoutfront.org. Applications will be accepted until position is filled.


Women, people of color, LGBTQs, and members of other historically disenfranchised groups are especially welcome and encouraged to apply.


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