Administrative manager

Casa Myrna is Greater Boston’s foremost provider of solutions to end domestic and dating violence. The agency operates three residential programs in Boston for survivors and children made homeless by domestic violence and commercial sexual exploitation, a comprehensive range of advocacy and supportive services, and SafeLink, Massachusetts’ statewide 24/7 toll-free domestic violence hotline. Casa Myrna believes that every relationship should be safe and healthy and works to end domestic and dating violence through education, awareness and prevention.

Supporting the CEO and serving as a hub of information at Casa Myrna, the Administrative Manager is critical to strengthening Casa Myrna’s infrastructure and positioning us for positive future growth. The Administrative Manager will help the CEO prioritize her time, “connect the dots” across the organization by understanding the work of each program/department, oversee the front desk team, and coordinate operations and facilities administration. The Administrative Manager reports to the CEO and works closely with the leadership team.

Principal Duties and Responsibilities

Provide support to the CEO to ensure her effectiveness (35%)

• Support the CEO by identifying systems and processes in need of strengthening, engaging stakeholders in information gathering, and helping manage the CEO’s time.
• Prepare for and schedule internal and external meetings ensuring the CEO has the information she needs to be engaged and productive and can make effective decisions. Facilitate timely follow-up to meetings to ensure CEO and others complete follow-up tasks and stakeholders remain informed and engaged.
• Manage communications on behalf of the CEO, including drafting letters, emails, reports, presentations, and other correspondence.
• Manage preparation and planning for Leadership team, all-staff, and Board of Directors meetings, including identifying topics, designing agendas, ensuring members are well-prepared, major take-aways are captured, and appropriate follow-up is completed.
• Represent the CEO in meetings and by email with internal and external stakeholders.

Oversee front desk operations, including office administrator staff, at the main office (25%)

• Recruit, supervise, and mentor office administrator team who serve as the first point of contact for all guests to the main office, including staff, donors, volunteers, program participants, and “walk-in” survivors seeking services.
• Manage front desk operations, including serving as the first step in Casa Myrna’s “triage” system and ensuring a strong and welcoming presence for colleagues and guests.
• With office administrator team, Manage Casa Myrna’s Guest Resource Center, including inventory, access, and cleanliness.

Support cross-organizational training and communications (20%)

• Manage organization’s internal shared calendar, which tracks departmental team meetings, and serve as point of contact for scheduling organization-wide training, events, and committees.
• Collaborate with Chief Program Officer and Human Resources Department to track trainings staff attend and facilitate their sharing of what they learned across the organization.
• Work with staff and database to collect data for public relations, proposals, and reports. Share data with staff and stakeholders.

Coordinate operations and facilities administration (15%)

• Manage all common areas (e.g., kitchen, conference rooms, reception, supply areas) ensuring they remain clean, organized, and fully stocked with necessary supplies. Track, order, and manage delivery of supplies for headquarters, including office supplies, water, and janitorial supplies.
• Manage equipment service contracts for the main office and shelters, including shredding bins, dumpsters, utilities, copy machines, phones, internet, washer/dryers, and security contractors. Review and pay invoices and schedule maintenance.
• Manage the headquarters’ security cards and security cameras.
• Provide light computer support to staff.

Other (5%)

• Develops own professional development plan and attends trainings, meetings, and conferences within Casa Myrna and in the community.
• Other related duties as assigned by CEO.

Qualifications and Requirements

• Committed to Casa Myrna’s values and mission of ending domestic and dating violence and commercial exploitation, and promoting social justice and social change.
• Minimum of 2 years’ professional experience managing projects and supervising staff or volunteers.
• Experience handling administrative tasks, although not exclusively in an office setting required.
• Demonstrated experience taking initiative on projects and is a highly organized self-starter.
• Familiarity with MA state funding agencies and Boston-area community agencies and resources, particularly those serving youth, homeless and/or low-income populations.
• Ability to work and advocate in a collaborative style with diverse ethnic, cultural, linguistic, and socio-economic groups, as well as diversity based on ability/disability, sexual orientation and religion.
• Excels at building relationships and networks.
• Excellent interpersonal, communication, crisis management, organizational, and problem-solving skills. Strong written and verbal communication skills with keen attention to detail; ability to design written products that convey ideas clearly and persuasively.
• Promote an atmosphere of respect and cooperation; maintain confidentiality regarding program participants.
• Ability to prioritize and coordinate work at multiple sites; ability to work independently and in a team.
• Ability to travel throughout Boston required; driver’s license and access to a vehicle preferred.
• Ability to work a flexible schedule, including evenings and/or weekends as needed.
• Strong preference for candidates who identify as a member of a marginalized community as Casa Myrna works to be an inclusive and equitable organization.
• Fluency in a language other than English strongly preferred. Preference for Spanish, Portuguese, Cape Verdean Creole, or Haitian Creole.

Salary: $62,000-$67,000

Location: Boston (Dorchester)

Hours : full-time (4 days and 35 hours/week), 3 days weekly in office

Benefits: Casa Myrna offers: family friendly schedule; generous paid time off and holidays; health, dental, vision, and short-term disability insurance; flexible spending account; health reimbursement account; retirement savings plan with employer match; and opportunities for professional development and training

Casa Myrna is an equal opportunity employer committed to workforce diversity and hiring people with diverse life experiences. Survivors, people who are bilingual/bicultural, persons of color, people with disabilities, and LGBTQIA+ people are strongly encouraged to apply.

The employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. If reasonable accommodations are needed during recruitment process, email [email protected].

Pay Range: $62,000 - $67,000 per year