Operations & Administrative Assistant (3439)

Are you ready to be the welcoming presence and reliable daily anchor for our central office staff? As our Operations & Administrative Assistant, you will manage the essential office logistics and daily coordination that keep our staff supported and our agency running smoothly. 

You will play a vital role in creating a warm, organized, and collaborative environment for colleagues, school district partners, and community members. If you are a mission-driven professional who thrives on variety, takes pride in purposeful work, and wants to use your operational talents to uplift educational communities, this role offers an opportunity to make a tangible difference every day.

At CES, we value equity, bridging, and belonging. We work intentionally to build strong, responsive partnerships with schools and districts that empower every student and educator to thrive.

As an equal opportunity employer, we actively cultivate a team reflecting a wide range of identities, cultures, languages, and lived experiences. We recognize that excellence takes many forms - if you share our commitment to transformative education, we strongly encourage you to apply, even if your path doesn't match every traditional qualification. Your unique background, skills, and perspective are welcomed here.

In this role, you will balance core administrative duties, facility coordination, and program support to help our entire team thrive:

• Welcome and Connect: Greet guests, answer phone calls, and foster a professional, welcoming environment for everyone who walks through our doors.
• Keep Communication Flowing: Manage shared agency resources, including organization-wide calendars, room reservations, phone directories, and voicemail systems.
• Provide Administrative Support: Draft correspondence, compile meeting materials, prepare reports, and maintain files (digital and paper). You will also offer essential administrative coverage during staff absences or peak activity periods to ensure operational continuity.
• Maintain Our Shared Spaces: Oversee common areas, kitchens, and conference rooms so they remain safe, tidy, and inviting. Coordinate the purchasing, inventory, and stocking of office, kitchen, and program supplies. Support on-site events and workshops by setting up meeting spaces and coordinating refreshments.
• Coordinate Mail: Handle incoming and outgoing mail and packages, maintain postage records.
• Support Grants and Purchasing,: Prepare purchase requisitions and support administrative logistics for grant initiatives.
• Build Community: Assist with employee recognition, wellness efforts, and organizational celebrations that support a positive work culture.

We recognize that there are many paths into this work, and we value candidates with diverse lived experiences, identities, and professional backgrounds. If you are passionate about our mission, we encourage you to apply—even if you do not meet every single preference listed below.

• Education & Experience: An Associate degree in Business Administration, Communications, Office Administration, or a related field—or an equivalent combination of education, training, and experience. One to three years of experience in administrative, customer service, or office support roles.
• Communication & Organization: Strong interpersonal skills, exceptional attention to detail, and the ability to balance multiple tasks thoughtfully and professionally.
• Tech Proficiency: Comfortable using Google Workspace, Microsoft Office, Zoom, Microsoft Teams, and open to learning new agency-specific software.
• Discretion & Judgment: Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Logistics & Flexibility: Transportation for occasional local errands (such as supply pickups or mail delivery) and the ability to work occasional early morning or evening hours for special events.
• Physical Capabilities: Ability to operate standard office equipment, navigate agency facilities, and occasionally lift or move supply packages weighing up to 25 pounds.

• Prior experience working within an educational, non-profit, or public-sector organization.
• Background in coordinating meetings, events, or general office operations.
• Bilingual or multilingual proficiency.
• Hold an active Massachusetts Notary Public license (or willingness to obtain one).

For more information, please see the full job description - CES Operations & Administrative Assistant.

• Full-time position primarily based in an office environment.
• Fully in person, on site in an office environment.
• Regular interaction with visitors, employees, and community members throughout the workday.
• Occasional travel between agency locations and local errands, such as mail delivery or supply pickup.
• Occasional participation in agency meetings, training, and employee events outside regular business hours.

• Schedule: 40 hrs/week, Monday through Friday
• Compensation: $39,600 to $59,400 
  • We anticipate hiring in the $42,000 to $54,000 range.
• Benefits are provided in accordance with the CES Employee Handbook and applicable personnel policies