OneDigital Northeast Careers

Office Administrator
Greater Worcester Community Foundation (GWCF)
Worcester, MA

Full-time, on-site position; salary range $55K to $65K, commensurate with experience

GWCF is seeking a detail-oriented, service-driven Office Administrator to join our team. This role will function as a part of the Executive Office and work across the full team. The Office Administrator will direct the day-to-day functions of the office as well as assist with administrative tasks across all departments. The Office Administrator will excel at managing multiple tasks while staying organized, demonstrate a commitment to internal and external customer service, possess strong administrative and communication skills, thrive in a collaborative team environment, and be passionate about serving the community. This position is ideal for an individual with administrative assistant experience looking to advance their career.

Office Administrator Qualifications and Skills

• 3–5 years of experience in a professional office setting
• Excellent verbal and written communication skills for effective interaction with donors, partners, and colleagues
• Highly organized, detail-oriented, and capable of managing multiple priorities under deadlines
• Self-motivated and collaborative, able to work both independently and as part of a team
• Ability to function well in a high-paced and at times stressful environment
• Proficient in Microsoft Office Suite; experience with donor databases (e.g., C-Suite, Foundant), or CRMs is a plus
• Quick to learn new technologies and software platforms
• A strong customer service mindset and genuine interest in helping others
• Basic understanding of how to operate standard business equipment (e.g. printers, office phone, etc.)
• High school diploma or equivalent required; Associate degree preferred

Why You Should Apply

• Competitive salary and benefits, including generous employer contributions to medical, dental, and vision coverage, including a 401(k) plan
• Generous paid time off and paid holidays
• A mission-driven organization making a daily impact in Worcester County
• A collaborative, inclusive, and supportive team culture

Office Administrator Job Responsibilities

• Administer daily office activities and functions to maintain efficiency and compliance with company policies
• Greet clients, visitors, and guests; determine the purpose of each person’s visit and directs or escorts him or her to the appropriate location
• Answer, screen, and direct phone calls to staff; take messages and schedule appointments
• Receive mail, documents, packages, and courier deliveries and deliver or distribute items to appropriate department or individual; process outgoing mail
• Record routine accounting data including, but not limited to, donations and payable
• Coordinate staff calendars to schedule meetings on behalf of other staff members as needed
• Support logistics for on-site and off-site meetings and events, including catering, technology and vendor engagements
• Perform administrative and clerical support tasks, including but not limited to:
  • Prepare letters, memos, forms, and reports according to written or verbal instructions
  • Copy, collate, scan and prepare reports for mailings, meetings, and correspondence
  • Maintain stock of refreshments for staff, guests, and in-office meetings
  • Provide support to all departments in ordering catering for in-office meetings
  • Coordinate with building management for use of facilities and any maintenance needs
  • Maintain filing systems both manually and electronically
• Perform or facilitate maintenance of office equipment and technology
  • Maintain equipment and technology inventories and perform routine audits to ensure custody
  • Monitor service requests and follow up as needed to ensure that repairs and maintenance are completed
  • Recommend enhancement or replacement of office and technology equipment based on best practices and repair history
• Maintain inventory of office supplies; order new supplies as needed
• Assist in administrative projects across departments as needed (e.g. data hygiene, digitizing records, creating reports)
• Performs other related duties as assigned

About Greater Worcester Community Foundation (www.greaterworcester.org)

Greater Worcester Community Foundation is a nonprofit grant-making foundation that serves donors, nonprofits, and other community partners. Our mission is to improve the quality of life in the Worcester area by engaging in the urgent needs of the community, such as education, child welfare, neighborhood improvement, health services, nonprofit effectiveness, arts and culture, the environment, and fostering a welcoming, inclusive, and equitable community for our diverse populations. Our staff is a dedicated team of professionals who strive for high standards of performance and support for one another.  The Foundation models a strong commitment to principles of equity and inclusion and actively seeks candidates with diverse backgrounds and perspectives.

Greater Worcester Community Foundation is an equal opportunity employer, dedicated to building an inclusive and diverse workforce.

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