Tapestry Health provides vital, effective, and inclusive sexual and reproductive health and community health services that support optimal well-being and vibrant communities.
We envision a world in which health and wellness is a human right, accessible to all, and free from social and structural inequities.
Job Purpose: Under the supervision of the Executive Project Manager, the Administrative Assistant provides administrative support by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence and meeting minutes, receiving visitors, arranging calls, and scheduling meetings.
Duties & Responsibilities:
- Manages front desk, greeting all visitors.
- Answers all phone calls to the regional office, directing them to the appropriate department.
- Answers all general email inquiries, assisting with requests.
- Provide administrative support for Executive Project Manager and Senior Leadership, including but not limited to:
o Maintain schedules, including scheduling meetings as required.
o Assist with communication and documentation regarding status of projects.
o Attend meetings and take notes as directed.
o Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
o Maintain polite and professional communication via phone or email.
o Maintain contact lists.
- Communicates with vendors to maintain daily operational needs of the office, including health and safety standards.
- Orders office supplies and makes other purchases for office staff as needed.
- Assists with tracking and payment of invoices, and coordinates signatures and execution of contracts.
- Distributes mail and packages.
- Takes meeting minutes and circulates agendas for meetings.
- Organizes and updates various data, materials, and records.
- Creates and distributes a monthly internal newsletter for staff and Board of Directors.
- Maintains customer confidence and protects operations by keeping information confidential.
- Holds a full-time administrator position for Tapestry Health’s online training system, Relias. Onboards new staff to the platform, makes updates and changes to policies and trainings as needed, performs troubleshooting, and records all external training completions/certifications.
- Creates ID badges for all new employees.
- Assists Human Resources and the Policy Review team with various tasks, including organizing, formatting, updating, and filing all agency policies and protocols.
- Assist Development and Communications departments with various tasks, including donation data entry, proofreading, and others as needed.
- Assists with the development and distribution of other program communications, including all-agency events, trainings, holiday closings, meetings, etc.
- Performs other various administrative tasks that facilitate the CEO’s ability to effectively lead the agency.
- Other duties as assigned.
Qualifications:
- High School diploma required; Associate’s or Bachelor’s degree preferred.
- One year of administrative/office experience required, two years preferred.
- Excellent writing and verbal communication skills.
- Computer proficiency in all Microsoft 365 applications.
- Ability to problem-solve and complete assigned tasks by due dates.
- Ability to structure and organize job responsibilities with minimal supervision.
- Ability to thrive in a fast-paced environment and manage multiple projects simultaneously.
- Ability to travel within the region as necessary.
- Valid driver’s license and access to reliable transportation.
- Commitment to Tapestry Health's mission and values.
Working Conditions:
- Primarily sedentary work.
- Based at Tapestry Health’s Regional Office in Springfield, MA, but some travel to other sites required. Travel constitutes up to 10% of the position.
- Hybrid work options available.
Physical Requirements:
- Ability to remain in a stationary position for extended periods while performing work at a desk. Ability to enter data into a computer with repetitive hand and wrist motions.
- Ability to communicate effectively via phone, email, and video conferencing.
- Ability to occasionally lift and carry up to 25 pounds, such as office supplies or small packages.
- Ability to navigate an office setting to attend meetings and access documents and equipment.
- Ability to maintain focus and perform work in a standard office setting with typical noise levels.
Direct Reports:
Job Type: Full-time
Pay: $45,000.00 - $52,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
