Work at the BBA
Administrative Assistant
The Boston Bar Association/Foundation (BBA/F) is seeking a highly organized and motivated Administrative Assistant to join our team.
Your Role
In this role, you will provide comprehensive administrative support to our Directors and leadership volunteer groups. Your responsibilities will include maintaining rosters and contact information, scheduling and assisting during meetings, facilitating communication with volunteers, compiling meeting materials and agendas, overseeing minute-taking, and participating in other projects as assigned.
About the BBA
The Boston Bar Association (“BBA”) is the Commonwealth’s premier professional association for lawyers. Home to over 15,000 members and more than 140 law firm and corporate partners, the BBA produces high-quality educational programming, advocates for important changes in public policy, promotes diversity, equity, inclusion and belonging in the legal profession and serves our community through innovative public service projects. The Boston Bar Foundation (“BBF”)’s mission is to promote justice by funding and promoting the provision of legal services, enhancing access to justice for the underserved, and supporting the public interest activities of the bar.
The BBA is located on Beacon Hill and has a dedicated staff of about 30.
Your Profile
Ideal candidates should have:
- At least 2 years of experience in an office setting.
- A college or associates degree.
- Proficiency in Microsoft Office and Excel.
- The ability to learn and navigate a database.
- Excellent communication and writing skills.
- Strong organizational skills.
- The ability to maintain confidentiality and handle sensitive information.
- An interest in law or nonprofit management.
This position requires regular office hours (Monday to Friday, 9 AM – 5 PM) with additional hours as needed. It is on-site at our Beacon Hill headquarters four to five days a week, and is eligible for limited work-from-home based on business needs.
Apply
To apply, please submit your resume and a cover letter explaining your interest in the role and outlining your relevant experience to hr@bostonbar.org
The Boston Bar Association/Foundation is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
Benefits at a Glance
Salary: Annual salary of $45,000-48,000 is commensurate to experience.
Paid Time Off (PTO): As an exempt employee, you will initially earn 12 vacation days per year, which increases with tenure. In addition, we offer sick leave, public service leave, parental leave, and bereavement leave. We also celebrate a significant number of paid holidays, including closing between Christmas and New Year’s annually.
Flexibility/Work From Home (WFH): While this position demands significant in-person time, we understand the need for flexibility and provide opportunities for WFH as business allows.
Insurance: We value your health and well-being. We provide Health and Dental insurance to all regular full-time employees, with the BBA covering between 80% and 90% of the premium cost. Vision insurance is also available for purchase. Furthermore, we provide Employee life insurance at no cost to each full-time employee.
Retirement: Thinking about your future, we sponsor a 401(k) Plan for all employees through the American Bar Association (ABA) Retirement Funds Program. You can enroll in the plan immediately upon hire. Additionally, eligible employees receive a 3% employer contribution annually.
Department: Executive
Reports to: Executive Director
Supervises:
WFH/Hours: M-F 9-5. Requires additional hours as needed. This position is eligible for limited WFH based on business needs.
Date Updated: September 2023
SUMMARY:
The Administrative Assistant provides comprehensive administrative support to Directors and leadership volunteer groups. This person will directly support the following committees: the BBA and BBF Boards and Executive Committees (Council and Trustees), Boston Bar Journal Board of Editors, BBF Grants Committee, Nominating Committee, Joint Finance Committee, and Amicus Committee.
RESPONSIBILITIES:
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- Support volunteer leadership groups of the BBA (BBA and BBF Boards and Executive Committees (Council and Trustees), Boston Bar Journal Board of Editors, Grants Committee, Nominating Committee, Joint Finance Committee, and Amicus Committee):
- Manage scheduling of in-person and virtual meetings, track RSVPs, oversee room set up, coordinate guest speakers, compile and distribute materials and manage meeting technology.
- Maintain updated rosters, contact information, and biographies of leadership members.
- Facilitate communication with volunteers regarding tasks and deadlines.
- Oversee the process of minute-taking, including drafting, editing, and finalizing meeting minutes.
- Support Directors:
- Schedule and support meetings with judges and legislators
- Prepare, edit, and manage correspondence.
- Conduct in-depth research, compile data, and prepare documents for consideration and presentation to staff, committees, and boards of directors.
- Provide coordination, monitoring, and communication of projects overseen by the Executive Director.
- Maintain paper and electronic filing systems.
- Grants Support
- Oversee the collection of grant applications, ensuring that all documentation is accurately completed and submitted on time.
- Support the Grants Committee by preparing necessary documents, scheduling meetings, and tracking progress.
- Collect and compile annual reports related to grants for review and analysis.
- Maintain accurate records and files of all grant-related activities and transactions.
- Maintain list of current grantees in the database, on the website and in any promotional materials.
- Support and participate in other BBA and BBF programs and projects, as assigned by the Executive Director and Chief Operating Officer.
- Support volunteer leadership groups of the BBA (BBA and BBF Boards and Executive Committees (Council and Trustees), Boston Bar Journal Board of Editors, Grants Committee, Nominating Committee, Joint Finance Committee, and Amicus Committee):
QUALIFICATIONS:
This job description is intended only to provide general guidance. It is understood that the position may evolve over time, and that additional or different duties may be added at management’s discretion. It is the policy of the BBA/F to review and update job descriptions annually however updates or revisions may occur within a given year as indicated.
Office Assistant
The Boston Bar Association/Foundation (BBA/F) is seeking an Office Assistant to join our team.
Your Role
You will work with several different departments in this multifaceted role. You will be responsible for setting up meeting and conference rooms, providing administrative support to our membership department, and overseeing the general maintenance of our building. This role requires a proactive approach and excellent organizational skills.
This is an ideal opportunity for someone who would like to work in a professional setting but doesn’t want to be tied to a desk.
About the BBA
The Boston Bar Association (“BBA”) is the Commonwealth’s premier professional association for lawyers. Home to over 15,000 members and more than 140 law firm and corporate partners, the BBA produces high-quality educational programming, advocates for important changes in public policy, promotes diversity, equity, inclusion and belonging in the legal profession and serves our community through innovative public service projects. The Boston Bar Foundation (“BBF”)’s mission is to promote justice by funding and promoting the provision of legal services, enhancing access to justice for the underserved, and supporting the public interest activities of the bar.
The BBA is located on Beacon Hill and has a dedicated staff of about 30.
This position is full time in the office at our Beacon Hill headquarters (Monday to Friday, 8AM-4PM) with additional hours as needed.
Apply
To apply, please submit your resume to hr@bostonbar.org
The Boston Bar Association/Foundation is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
Benefits at a Glance
Salary: Annual salary of $45,000-48,000 is commensurate to experience.
Paid Time Off (PTO): As an exempt employee, you will initially earn 12 vacation days per year, which increases with tenure. In addition, we offer sick leave, public service leave, parental leave, and bereavement leave. We also celebrate a significant number of paid holidays, including closing between Christmas and New Year’s annually.
Flexibility/Work From Home (WFH): While this position demands significant in-person time, we understand the need for flexibility and provide opportunities for WFH as business allows.
Insurance: We value your health and well-being. We provide Health and Dental insurance to all regular full-time employees, with the BBA covering between 80% and 90% of the premium cost. Vision insurance is also available for purchase. Furthermore, we provide Employee life insurance at no cost to each full-time employee.
Retirement: Thinking about your future, we sponsor a 401(k) Plan for all employees through the American Bar Association (ABA) Retirement Funds Program. You can enroll in the plan immediately upon hire. Additionally, eligible employees receive a 3% employer contribution annually.
SUMMARY:
Responsible for setting up meeting and conference rooms, general membership administrative assistance and general oversight of the building. Works closely with Membership and Professional Development with ongoing business needs.
RESPONSIBILITIES:
Meeting Assistance:
- Set-up all meetings and events. This includes but is not limited to participating in planning meetings and discussions, arranging seating and staging, setting up food stations, working with caterers, configuring audio-visual systems and participating in off-site event assistance.
- Ensure AV equipment is always working and meeting-ready and that all AV equipment is stored in its proper place when not in use.
- Order, receive and set up catering and submit necessary paperwork to F&A.
Office Assistance
- Assist staff with mailing, scanning and printing requirements, process all incoming and outgoing mail and packages including membership billing.
- Operate office machines including copiers, mail machine, scanners, and other standard office equipment and coordinate their maintenance repair as necessary.
- Attending the front door and lobby during business hours, including opening the door to receive packages, admit contractors and welcome members as needed.
- Assist with data entry and tracking email bounce-backs.
- Oversee return mail.
Building tasks:
- Open the building each morning. Perform building inspection at the beginning of the day and replenish all supplies for water coolers, all beverage and food stations, coffee stations in all meeting rooms, print/copy/stationery areas, and restrooms throughout the facility.
- Throughout the day, maintain the cleanliness, temperature, and supplies in the building (conference rooms, kitchens, restrooms, and supply areas).
- Regularly sweep the front stoop and clean lobby area and remove any food debris in the building.
- Communicate with building management company on building needs, communicate with cleaning company regarding specific building needs and hours.
- Maintain regular communication with the cleaners about cleaning needs and scheduling.
- Coordinate building access, including keys, alarm codes, and security systems.
- Ensure all egress areas and public aisles of the facility are ADA compliant.
- Maintain appearance of entryway of building. This includes snow removal duties and ensuring the front entryway and exterior is well maintained and free from trash and debris.
- Other duties as assigned by the Executive Director and the COO/AED.
QUALIFICATIONS/EXPERIENCE:
The purpose of this job description is to provide a general understanding of the position. This role may change over time, and management may add or modify duties as necessary. As per our policy, job descriptions are reviewed and updated annually, but occasional updates and revisions may occur throughout the year.
