Administrative Assistant Notre Dame Education

Job Description

Job Description

The Administrative Assistant supports the administrative functions of the main entrance reception area of Catholic Charities Notre Dame Educational Center, a multi service building providing a variety of social service support to the Boston community. The Administrative Assistant welcomes visitors, answers and makes telephone calls, assists clients, visitors, and performs various administrative responsibilities to support the programs and general operations of the building.

RESPONSIBILITIES

• Answer telephone calls by using the main directory system. Screen calls and refer callers to the appropriate person, receive and convey messages.
• Ensure consistent coverage for the reception desk. With the Office Manager, coordinate coverage for absences.
• Greet visitors and students and ensure the visitors and student log is signed upon entry and when exiting the building. Issue visitor badges and communicate arrival to the employee that the visitor is scheduled to meet.
• Ensure the visitors and student log is always current for tracking individuals in the building. In the event of an emergency evacuation, take the log upon exiting the building.
• Maintain office supplies, breakroom supplies, program supplies and place orders with prior supervisory approval.
• Maintain organized files, community center contact information, documents, and database systems.
• Oversee the upkeep of meeting rooms, order food and beverage as needed.
• Communicate maintenance issues using Landport.
• Prepare invoices in a timely and efficient manner.
• Responsible for sign-in log during an emergency evacuation of the building.
• Assist with holiday applications for Thanksgiving and other events, create master list.
• Maintain a clean and organized work area. Report any equipment maintenance issues to the Family Support Services Manager.
• Work is performed in an office environment with the use of office equipment. Will require extended periods of sitting and standing, bending, and lifting to 15 lbs. Regular interaction with employees, students, clients and the public. May be exposed to individuals experiencing a crisis in need of support.
• Maintain professional boundaries and confidentiality at all times.
• Attendance at internal and external meetings and training as required. May require evening hours.
• Other responsibilities as assigned.

QUALIFICATIONS

• Associate degree, high school diploma or equivalent.
• Experience working in an office environment with the public, preferably with individuals seeking support and educational services.
• A calm, polite and professional demeanor with strong interpersonal skills and comfortable working in an inclusive cross-cultural environment.
• Organized, detail oriented with strong problem-solving skills.
• Experience with Microsoft Office Suite, mail merge, multiline phone systems, and accurate and efficient keyboarding skills.
• Ability to read and write in English. Bilingual ability is a plus.

Our benefits are competitive and include a 403(b) savings plan and generous time off.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

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9/2025