Administrative Assistant

Company

Parents Helping Parents

Job Statement

: Parents Helping Parents is seeking an Administrative Assistant to manage a range of administrative responsibilities. This role is responsible for assisting the Executive Director and staff with administrative tasks. The Admin serves as a key resource in maintaining documents organized in the shared drive.

Parents Helping Parents (PHP) has provided parents with free, confidential, and immediate emotional support. PHP has offered community-based support groups in the Greater Boston area, following a mutual aid model; virtual support groups; and a 24-hour help line, the Parent Stress Line.

PHP aims to reduce parental stress, isolation, and the risk of child abuse by providing trauma-informed, peer-led support services. Its objectives include enhancing parents' mental health, improving parenting skills, and fostering social connections, particularly for vulnerable populations such as parents in recovery and incarcerated parents, and those involved with child welfare.

• Scan checks and supporting documents and store them in the shared drive
• Prepare donor acknowledgment letters and thank-you emails, and store them in the shared drive
• Coordinate fundraising mailings (Tea Card/Mother’s Day Appeal) and mailing
• Prepare, format, and distribute correspondence and materials for Board, Staff, and Committee meetings.
• Store and maintain necessary documents for the Financial review in the Audit File on the Shared Drive.
• Coordinate printing and distribution of *You Are Not Alone: An Empowering Guide for Parents Whose Children Are in DCF Foster Care.*
• Coordinate the administrative setup and ongoing maintenance of PHP support groups, including Zoom meetings, registration and landing pages, website and calendar listings, facilitator materials, and participant communications.
• Maintain group registration and attendance records across PHP systems; prepare attendance verification letters; and assist facilitators with scheduling, account access, and Zoom-related issues.
• Assist with other administrative tasks as needed.
• Two or more years of administrative support experience.
• Proficiency with Microsoft Office, Google Workspace, Excel, Zoom, and Mailchimp.
• Ability to prioritize multiple tasks and meet deadlines.
• Strong attention to detail and accuracy.
• Ability to work independently and collaboratively in a team environment.
• Experience managing online registrations, calendars, participant records, and virtual meeting logistics.
• Experience with Salesforce or another participant database/CRM is preferred.

Pay: $27.00 - $30.00 per hour

Expected hours: No less than 20.0 per week

Benefits

• 401(k) matching
• Flexible schedule
• Paid time off

Application Question(s)

* 1. Availability: Are you available to work approximately 20 hours per week?

2. Remote Work: Are you comfortable working independently in a primarily remote position, managing your workload and deadlines with limited day-to-day supervision?

3. Software Experience: Which of the following platforms have you used in a professional setting? Zoom Salesforce or another CRM database Mailchimp or another email marketing platform Microsoft Excel or Google Sheets Microsoft Word or Google Docs

4. Attention to Detail: Briefly describe your experience with administrative tasks requiring accuracy, such as data entry, maintaining records, processing payments, or preparing documents. 5. Organization and Prioritization: Describe how you manage multiple tasks or deadlines when your supervisor is unavailable.

Work Location: Hybrid remote in Newton, MA 02466