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Administrative Assistant

Building Operations | Boston, MA | Full Time

Job Description

New England Conservatory, an independent not-for-profit institution, is recognized internationally as a leader among music schools, educating and training musicians of all ages from around the world. With music students representing more than 40 countries, NEC cultivates a diverse, dynamic community for students, providing them with performance opportunities and high-caliber training by 225 internationally esteemed artist-teachers and scholars. NEC pushes the boundaries of making and teaching music through college-level musical training in classical, jazz, and Contemporary Improvisation. It offers unique interdisciplinary programs such as Entrepreneurial Musicianship and Community Performances & Partnerships that empower students to create their own musical opportunities. As part of NEC's mission to make lifelong music education available to everyone, the Preparatory School and School of Continuing Education delivers training and performance opportunities for children, pre-college students, and adults.

NEC is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity or expression, age, national origin, ancestry, citizenship, disability, or veteran status. 

New England Conservatory (NEC) has determined that the highest possible rate of COVID-19 vaccination offers the best assurance of safeguarding the health of all members of our community. Therefore, NEC is requiring all employees to receive the final dose of the COVID-19 vaccine by September 3, 2021. All newly hired employees at NEC must receive the final dose of the COVID-19 vaccine before they begin work, unless they are approved for a medical or religious exemption. Additionally, all members of the NEC community are required to receive a COVID-19 vaccine booster by February 1, 2022, or within fourteen days of eligibility. For more information, please contact NEC Human Resources.

JOB SUMMARY:

The Administrative Assistant is the primary administrative person in the Facilities Services Department and also provides support to the Director of Public Safety. Reporting to the Director of Facilities Services, the Administrative Assistant serves as the public face to NEC community members who come to the office with questions or specific needs. They track requests, maintain spreadsheets and systems with accurate data regarding past, current, and projected projects. They are a key contact in related vendor management.

ESSENTIAL FUNCTIONS:

  • Provide administrative support for Facilities and Public Safety departments. 

  • Answer incoming calls and review and direct incoming mail. 

  • Track and triage work orders.

  • Manage vendor relationship history and activities – issue Requests for Proposals and maintain proposal records; process purchase orders; and prepare invoices for processing.

  • Establish and maintain accurate, effective document and information storage systems. 

  • Maintain employee and student records for key sign-outs; cut keys in cases where replacement keys need to be made.

  • Coordinate special projects as assigned by both the Director of Facilities Services and the Director of Public Safety.

  • Manage ID card accesses, system security software, clearances, and programming in close collaboration with the Director of Public Safety. 

  • Other duties assigned.

QUALIFICATIONS:

  • Bachelor’s degree and a minimum of one year of office experience required.

  • Experience with Microsoft Office Suite/databases or other related technology that involved the ability to create documents, spreadsheets and presentations.

  • Excellent written and oral communication.

  • Demonstrated organizational skills with a strong attention to detail and accuracy.

  • Strong interpersonal skills and flexibility that allow for quality relations with a variety of internal and external constituencies required.

  • Personable and courteous demeanor with enthusiastic, customer-service oriented attitude required.

  • High level of discretion in dealing with financial and other sensitive and/or confidential information required.

  • Ability to build and maintain relationships with outside vendors.

  • Ability to manage multiple priorities and work under strict deadlines required.

  • Flexibility to work independently as well as part of a team and take direction from several staff members required.

BENEFITS:

  • 35 Hour Work Week
  • Medical Plans
  • Dental
  • Vision
  • Retirement Savings Account