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WORK WITH US

ADMINISTRATIVE ASSISTANT

The Congregational Library & Archives (CLA) seeks an Administrative Assistant with an interest in non-profits and with great attention to detail to provide support for the library’s financial and advancement operations.

The Congregational Library & Archives is an independent research library located in Boston, Massachusetts. Established in 1853, the CLA is a repository for some 225,000 books, pamphlets, periodicals, and manuscripts documenting the development and growth of the Congregational tradition in the United States as well as Canada and Great Britain. The rare book collections include an unusually large and rich collection of first- and second-generation puritan works.

The CLA’s mission is to foster deeper understanding of the spiritual, intellectual, cultural, and civic dimensions of the Congregational story and its ongoing relevance in the twenty-first century by collecting and sharing materials and by actively engaging with, among others, scholars, and the general public. To carry out this mission, the CLA preserves and makes available materials pertaining to Congregationalism, the history of which has been interwoven with the development of North America and the United States since the seventeenth century. The CLA holds a rich collection of historical materials, which have significance not only for church history, but also for social history, political history, and genealogy. It provides free access to the collections, including digitized manuscripts through New England’s Hidden Histories. The CLA also offers educational programs, including exhibits, author talks, and book discussions for a broad range of audiences.

 

Description

The Administrative Assistant will support the Executive Director and the Director of Development by providing general office management, overseeing accurate financial accounting, and assisting with annual fundraising efforts and events.

 

Job Responsibilities

  • Perform daily administrative activities for the office (answer telephones, schedule and manage calendars, filing, sorting, and distributing mail).

  • Maintain monthly vendor/contractor relationships for office supplies, furniture, and equipment.

  • Utilize QuickBooks to maintain financial records according to generally accepted accounting principles including accounts payable, accounts receivable, and billing.

  • Assist with gathering information and supporting documentation requested during annual financial statement audits.

  • Reconcile bank statements weekly and ensure financial integrity, coordinating with an external Controller.

  • Manage the client relationship management system (eTapestry) to maintain donor records, gift recording, and access reports as requested.

  • Prepare written correspondence, including reporting and solicitations, on behalf of senior staff.

  • Provide organization and support for institutional events by managing attendee registration, coordinating vendors and caterers, and assisting with set-up and breakdown.

  • Assist with the distribution of six annual mass mailings by compiling mailing lists and managing the in-house production and printing.

 

Qualifications

  • Demonstrated ability to work in a fast-paced environment, manage multiple priorities and complete projects;

  • Proficiency in MS Office;

  • Familiarity with bill.com and Quickbooks preferred;

  • Excellent organizational and communication skills (written and spoken);

  • Ability to work independently, solve problems, and actively seek assistance when needed;

  • Strong attention to detail;

  • Discretion and confidentiality with respect to financial and donor records;

  • Enthusiasm for the CLA’s mission and for helping the institution reach its annual goals for financial growth;

  • Sense of humor, dependability, and collaborative spirit.

 

Compensation

The salary range for this position is $45,000 - $48,000 annually, commensurate with experience.

CLA provides a generous package of benefits, including medical and dental insurance (80% and 75% employer contribution for individual and family coverage, respectively), short-term and long-term disability insurance, and 403(b) matching contributions up to 3%. Also, significant paid time off is offered, including holidays, personal days, vacation days, and sick days. CLA provides a monthly stipend for a MBTA pass for those who live in metro Boston. Staff have access to funding for one professional development opportunity a year.

 

Application

Applicants are required to submit a resume and cover letter that describes how your qualifications and experience match CLA’s needs and mission. Please send to Kyle Roberts at programs@14beacon.org and include “Administrative Assistant” in the subject line. Review of applications begins on August 19, 2024, and continues until the position is filled.

The CLA encourages and welcomes diversity throughout the organization. The CLA does not discriminate and protects against harassment based on race, color, national origin, religion, gender, gender identity, sexual orientation, age, disability, veteran status, marital status, or any other characteristic protected by law. The CLA employs people based on ability, experience, education, and character.

The CLA’s policy applies to all aspects of employment, including recruitment, hiring, retention, promotion, compensation and benefits, working conditions, performance evaluation, professional development, disciplinary action, and termination.