Office Associate

GMA Foundations (GMA Foundations)

Job Description

GMA Foundations (GMA) provides grantmaking, administrative, financial management, and consulting services to foundations, philanthropic families, and giving programs that support a wide range of local, national, and international causes. We are seeking an Office Associate. 
 
The person hired as Office Associate will be responsible for administrative duties associated with maintaining office organization and providing support to the finance department, operations team, and foundation administrative team. At GMA we focus on long-term positions, with ongoing learning and professional development opportunities. 
 
GMA’s mission is rooted in our belief in the transformative nature of philanthropy, that each of us in this field has the capacity to help shape a more just and equitable future. We are accelerating our efforts to become more diverse, culturally competent, inclusive and equitable. We value and promote diversity in our employee’s backgrounds, origins, and ideas and work to maximize employee growth and satisfaction. 
Read more about our values on our website. 
 
DESCRIPTION AND RESPONSIBILITIES
 
The Office Associate will be supervised by a member of the operations team. 

Office Administrative/Receptionist responsibilities include:
  • Answer the general inquiries phone line, referring calls and taking messages. 
  • Monitor general emails, responding to requests for general information, directing messages to the appropriate staff. 
  • Ensure office organization and cleanliness throughout shared office and meeting spaces. 
  • Sort and distribute incoming mail and sign for deliveries.
  • Greet and direct visitors, serving as visitors’ first point of contact.
  • Manage office supply inventory.
  • Perform other related duties, as necessary.
 
Finance Department Administrative responsibilities include: 
  • Support finance team with office tasks, which may include check cutting, annual audit tasks, document scanning, and uploading invoices to billing software. 
  • Coordinate and manage vendor invoices and payments and staff expense reimbursements. 
  • Prepare and distribute client invoices. 
  • Maintain financial folders. 
  • Assist in preparation and filing of annual 1099s for independent contractors. 
  • Assist in preparation and/or filing of annual state reporting requirements. 
  • Assist in filing of client tax returns. 
  • Support CFO with administrative and project needs.
 
Foundation Administrative responsibilities include: 
  • Assist in the preparation of materials for board meetings and in the coordination of meeting logistics. 
  • Maintain accurate filing system for assigned foundations, including electronic files. 
  • Enter data in Foundant (grants management database) and generate reports.
  • Monitor grantee final report deadlines for assigned foundations.
  • Compose, merge, and send correspondence. 
  • Confirm and request financial data from accounting department. 
  • Update foundation clients’ websites, as requested.
  • Assist administrative staff during peak work cycles to ensure high level of client services.
  • Other tasks as assigned.
 
 
SKILLS, EXPERIENCE AND QUALIFICATIONS
 
Education and experience
Required
  • Associate’s degree with 2+ years of administrative experience
    or 
  • 5 years of office administration experience (without a degree). 
Preferred
  • Bachelor’s degree in any area of study and 1+ year of administrative experience (including internships and/or volunteer experience). 
 
Qualifications (knowledge and skills)
Required
  • Excellent customer service approach and manner, able to communicate in a tactful, pleasant and professional manner both verbally and in writing.
  • Excellent writing skills, able to draft professional correspondence with accurate grammar and spelling. 
  • Strong computer skills, including proficiency with MS Office Suite and Adobe Acrobat Pro DC. 
  • Superior organizational skills and proven ability to successfully manage multiple projects/deadlines, while maintaining high level of attention to detail. 
  • Proactive, problem-solving skills. 
  • Ability to work both as part of a team and independently in a reliable manner, with minimal supervision. 
 
Preferred
  • Basic understanding of and interest in the nonprofit field. 
  • Knowledge of grantmaking software. 
  • Experience working with databases. 
  • Knowledge of additional software – Power Point, WordPress, Constant Contact, QuickBooks, Bill.com, ShareFile. 
 
DAY-TO-DAY DETAILS
This position is full-time. We are open to considering a 4 days-a-week (80% part-time) position. 
 
Our work week is M – F, from 9 AM to 5 PM. Our office is located in downtown Boston, and staff members may take advantage of our new hybrid work policy after three months, in accordance with their main job responsibilities. The Office Associate is expected to work at GMA’s office at least 4 days a week. Our schedule often includes early morning and evening meetings, and occasional weekend meetings. Flexible office hours are arranged, as appropriate. GMA staff occasionally travel to various locations, urban and rural, to participate in client meetings and educational programs. Valid drivers’ license or ability to travel by public transportation is required. 
 
The position requires long hours sitting, as well as some standing and walking, and using office equipment and computers, and may also include some light lifting of supplies and materials. 
 
COMPENSATION
Salary range: $40,000-$42,000 for a full-time position.
 
GMA is an employee friendly company offering excellent benefits: paid vacation, holiday and sick days; health, vision, and dental insurance; medical and dependent care FSA; paid family and medical leave; and a 401k plan with employer match. 
 
APPLICATION PROCESS
Please send resume and cover letter to Leah Even Chorev at jobs@gmafoundations.com. Resumes will be considered on a rolling basis. The position is open until filled. Please include “Office Associate” in the subject line of your email. 
 
We are an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.