Administrative Assistant/Receptionist
Most applications go out cold — see where you stand first. No sign-up to start.
Don't just apply. Show up ready.
Olive works from this exact posting — no sign-up to start.
At a glance
Requirements
Credentials this posting asks for.
Job overview
Advocates is hiring an Administrative Assistant/Receptionist. The Administrative Receptionist creates a welcoming environment for visitors and manages requests. This position is responsible for efficient and accurate office procedures, including inventory, requisition, and distribution of program and office supplies. The role also provides administrative support to program managerial staff and assists with projects.
Key focus areas include Provide administrative support to management and leadership of Day & Employment Services., Answer all incoming telephone calls and direct callers to the appropriate individual., and Welcome and direct all visitors to the program..
Successful candidates bring High School Diploma/GED, 1 Year Administrative Experience, and 1 Year Receptionist Experience. Important skills include Administrative Support, Office Procedures, Inventory Management, Requisition, Distribution, and Project Assistance.
Skills & qualifications
Skills
Qualifications
Full job description
Overview
Starting Rate: $19.00/hour
Schedule: Monday through Friday 8am-4pm
The Administrative Receptionist creates a welcoming environment in which visitors are greeted and requests are managed. This position is responsible for efficient and accurate office procedures; inventory, requisition and distribution of program and office supplies; providing administrative support to the program managerial staff and assisting with projects.
Who We Are
At Advocates, we provide comprehensive services for people facing developmental, mental health, or other life challenges.
We’re a nonprofit, mission-driven organization with a person-centered approach, empowering the individuals we support to make choices, build independence, and live full, meaningful lives. Our work is rooted in respect, compassion, and inclusion, and we envision a world where individual differences are appreciated and celebrated.
At Advocates, we value the ideas, experiences, and contributions of employees and are committed to fostering a supportive, welcoming culture where everyone can grow and thrive.
Minimum Education Required
High School Diploma/GED
Responsibilities
-
Provide administrative support to the management and leadership of Day & Employment Services, as directed.
-
Answer all incoming telephone calls and direct the caller to the appropriate individual. Provide callers with information and review all voicemail for senior leadership.
-
Welcome and direct all visitors to the program. Connect visitors to the appropriate staff.
-
Responsible for the daily opening and closing of the program’s reception and main entrance areas. Ensure the reception area is kept neat and clean
-
Work in partnership with leaders to plan and coordinate events including managing logistics.
-
Coordinate appointments and staff meetings, serve as the point of contact for meeting communications and for confirming participation. Maintains a visual schedule at reception area.
-
Attend various meetings & take meeting minutes, as requested. Handle all follow up to meetings including typing and distributing meeting minutes.
-
Develops and maintains accurate and complete data collection and ongoing required documentation for day services program projects. Continues to monitor for accuracy, completeness, and integrity.
-
Input all program attendance sheet data for individuals and interface with the financial department on billing issues, as directed.
-
Mail and track participants required paperwork for admittance and ongoing support.
-
Oversight of receipts and tracking for leadership billing statements and petty cash, as directed.
-
Maintain ordering of necessary supplies for all cost centers.
-
Supervise the maintenance of all office equipment, including copiers, and mail machine. Ensure supplies are in stock.
-
Follow procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
-
Ensure that all cleaning and kitchen supplies are stocked appropriately.
-
Maintain and replenish routine job development supplies including staff business cards and program brochures with guidance from the VP of Day & VP of Employment Services.
-
Assist with facility and vehicle scheduling/maintenance. Coordinate all maintenance orders with the Facilities Department and Senior Director of Operations. Coordinate cleaning tasks with custodian or nightly cleaning crews.
-
Responsible for reception area coverage, maintaining schedule and training of back-up assistance.
-
Maintain necessary certifications (CPR, First Aid, Safety Care).
-
Ensure that individuals we support are treated with dignity and respect in accordance with Advocates Human Rights Policy.
Qualifications
-
High School Diploma or GED and 1 year administrative or receptionist experience.
-
Demonstrated understanding of and competence in serving culturally diverse populations.
-
High energy level, superior interpersonal skills and ability to work both independently and in a team atmosphere.
-
Ability to interact and communicate effectively both verbally and in writing with all levels of organization, staff and outside vendorsAbility to manage projects from concept to completion.
-
Experience with office procedures and equipment with a strong working knowledge of Microsoft Office Suite.
-
Excellent organizational skills and the ability to multitask.
-
Must possess the ability to read and speak English.
Advocates is committed to cultivating a diverse and welcoming community where everyone feels respected and valued. Advocates fosters a culture of inclusion that celebrates and promotes diversity along multiple dimensions, including race, ethnicity, sex, gender identity, gender expression, sexual orientation, partnered status, age, national origin, socioeconomic status, religion, ability, culture, and experience.
Broadcast via Social Network
Connect With Us!
Software Powered by ICIMS (https://icims.help/candidate-faq)
Job Locations US-MA-Sterling
Minimum Education Required High School Diploma/GED
Job ID 2026-13306
Organization Advocates
Type Regular Full-Time
Number of Hours Per Week 40
Business Unit Developmental Services
You've read the whole posting — now see how you match it.