OFFICE MANAGER, JUNE 2021

TITLE: Office Manager

DEPARTMENT: Finance & Administration

REPORTS TO: Director of Finance & Administration

POSITION

SUMMARY: The Office Manager is responsible for key office management functions that impact both the staff and member experience visiting our building.

REMOTE WORK: This position will primarily be on site at 16 Beacon Street

DIRECT REPORTS: Building Setup & Office Assistant

RESPONSIBILITIES:

  • Manage day to day office operations with staff, vendors, and service providers.
  • Implement critical building and safety procedures including opening and closing procedures; evacuation drills and building security. Oversee cyclical building system tests and coordinate vendor visits.
  • Manage maintenance and repairs for building and office equipment via vendor management.
  • Implement office policies and procedures to guide the operation of the office and recommend new policies and procedures, as necessary.
  • Oversee key processes around the management of Justworks the organization’s Professional Employer Organization (PEO) outsourced HR solution. This includes assisting with onboarding, bi-weekly timesheet approval, and connecting staff to Justworks support resources, and offboarding. You do not need to be an HR professional to thrive in this role.
  • Maintain administrative and HR files, according to appropriate regulations and policies.
  • Coordinate personnel recruitment efforts, including scheduling interviews and conducting new employee orientations.
  • Plan staff events, meeting, and update staff calendars.
  • Communicate with staff to ensure that employees have information about office policies and procedures and information relevant to office operations.
  • Ensure that a sufficient inventory of office and meeting supplies is on hand. Order new supplies and keep stock organized.
  • Supervise and lead the functions of the Building Setup & Office Assistant.
  • Perform other duties as required and assigned.

QUALIFICATIONS/SKILLS:

  • Bachelor’s degree or equivalent experience required
  • 2 -5 years of experience in office management
  • Proven ability to build strong and successful relationships to effectively support and help colleagues
  • Ability to maintain high degree of confidentiality, professionalism, poise, tact, and diplomacy to accomplish work objectives
  • Must be goal oriented, with good verbal and written communication skills
  • Must possess strong attention to detail while managing multiple projects in a fast-paced environment
  • Proficient with MS Office, including Word, Excel, and PowerPoint required

All application materials, including resume and cover letter, must be emailed to hr@bostonbar.org to be considered for this role.

The BBA expects all directors and managers to meet its standards of practice and performance as outlined below:

Leadership and Strategy Development

  • development as a manager and a leader, and willingness to take initiative to assume new responsibilities 
  • ability to anticipate problems and develop and implement solutions
  • development and implementation of strategic goals to provide direction for the department/organization
  • good judgment, especially in dealings with volunteers and leadership
  • understanding of how diversity and inclusion contribute to organizational goals

Teamwork/ Project Management

  • integrity and high work standards
  • willingness to collaborate with and support others and share information, ideas and credit
  • effectiveness in building teams
  • effectiveness, accuracy and completeness of written work product
  • responsiveness and strength of follow through
  • internal reporting and budget management, including responsiveness to other departments

Developing People

  • coaching, mentoring and management of other staff
  • positive behavior, attitude, and actions, including punctuality, adaptability, accessibility, reliability and flexibility
  • self-awareness, sensitivity and respect of others

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.

BUILDING SETUP & OFFICE ASSISTANT - JULY 2021

The Boston Bar Association (“BBA”) is the Commonwealth’s premier legal network and professional association for lawyers. Home to over 13,000 members and more than 140 institutional partners, the BBA produces high-quality educational programming, advocates for important changes in public policy, and serves our community through innovative public service projects.

The BBA is seeking to fill the position of Building Setup & Office Assistant, which provides building services support to full association. The role will perform a variety of tasks supporting events held at the building including flipping rooms, assisting with meeting set-ups and building access. The role will perform a variety of on-site administrative duties that collectively contribute to the functionality and appearance of the office including but not limited to cleaning of conference rooms, common areas, offices, desks, and kitchens. The role will be a building opener and ensure that the mail is collected and distributed, and the office environment conditions are comfortable including setting temperatures and lighting. This is an interactive role and will be onsite at 16 Beacon Street.

Interested candidates should send their resume to hr@bostonbar.org for consideration.

TITLE: Building Setup & Office Assistant

DEPARTMENT: Finance & Administration

REPORTS TO: Office Manager

POSITION

SUMMARY: Responsible for the building’s facilities, setting up meeting rooms, mail, and stocking supplies.

HOURS: 8-4 (May require additional time commitment outside of normal hours).

LOCATION: Monday through Friday on site at 16 Beacon Street Boston, MA 02108. Position not eligible for remote work.

RESPONSIBILITIES:

  • Open the building each morning. Perform daily building inspection 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.
  • Set-up conference rooms for all meetings and events; this includes but is not limited to arranging seating and staging, setting up food stations, and opening up and configuring audio-visual systems. Coordinate with other departments on specific needs for programs/events as necessary. Assist with setting up off-site events as needed.
  • Sort incoming mail and deliver to appropriate department or individuals. Processes outgoing mail and shipping.
  • Operate office machines including copiers, scanners, and other standard office equipment.
  • Assist with building access, including keys, alarm codes, and security.
  • Throughout the day, maintain the cleanliness, temperature and organization of the building, including all conference rooms, kitchens, restrooms, and supply areas.
  • Coordinate trash and recycling pick-up days.
  • With the Office Manager, coordinate site visit logistics for and scheduling with contractors and vendors.
  • Work to ensure that all egress areas and public aisles of the facility are ADA compliant.
  • Perform other tasks as directed.

QUALIFICATIONS/SKILLS:

  • Strong interpersonal and customer service skills and ability to work effectively and professionally with a wide range of staff, building visitors and vendors.
  • Ability to work independently and to manage a schedule that will change from day to day and week to week, and to adapt to changing priorities with flexibility and patience.
  • Strong organizational skills, with demonstrated ability to multi-task and prioritize effectively, and to bring an appropriate sense of urgency to all job tasks.
  • Demonstrated time management skills and a commitment to detail, accuracy and responsiveness.
  • Proficiency with Microsoft Office (Word, Outlook, Excel, PowerPoint).
  • Ability to lift/move large and at times heavy objects.
  • Knowledge of AV equipment a plus.

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.