Administrative Manager

Casa Myrna is Greater Boston’s foremost provider of solutions to end domestic and dating violence. The agency operates three residential programs in Boston for survivors and children made homeless by domestic violence and commercial sexual exploitation, a comprehensive range of advocacy and supportive services, and Safe Link, Massachusetts’ statewide 24/7 toll-free domestic violence hotline. Casa Myrna believes that every relationship should be safe and healthy and works to end domestic and dating violence through education, awareness and prevention.

Supporting the CEO and serving as a hub of information at Casa Myrna, the Administrative Manager is critical to strengthening Casa Myrna’s infrastructure and positioning us for positive future growth. The Administrative Manager will help the CEO prioritize her time, “connect the dots” across the organization by understanding the work of each program/department, oversee the front desk team, and coordinate operations and facilities administration.

The Administrative Manager reports to the CEO and works closely with the leadership team.

Provide support to the CEOto ensure her effectiveness (35%)

• Support the CEO by identifying systems and processes in need of strengthening, engaging stakeholders in information gathering, and helping manage the CEO’s time.
• Prepare for and schedule internal and external meetings ensuring the CEO has the information she needs to be engaged and productive and can make effective decisions. Facilitate timely follow-up to meetings to ensure CEO and others complete follow-up tasks and stakeholders remain informed and engaged.
• Manage communications on behalf of the CEO, including drafting letters, emails, reports, presentations, and other correspondence.
• Manage preparation and planning for Leadership team, all-staff, and Board of Directors meetings, including identifying topics, designing agendas, ensuring members are well-prepared, major take-aways are captured, and appropriate follow-up is completed.
• Represent the CEO in meetings and by email with internal and external stakeholders.

Oversee front desk operations, including office administrator staff, at the main office (25%)

• Recruit, supervise, and mentor office administrator team who serve as the first point of contact for all guests to the main office, including staff, donors, volunteers, program participants, and “walk-in” survivors seeking services.
• Manage front desk operations, including serving as the first step in Casa Myrna’s “triage” system and ensuring a strong and welcoming presence for colleagues and guests.
• With office administrator team, Manage Casa Myrna’s Guest Resource Center,including inventory, access, and cleanliness.

Support cross-organizational training and communications (20%)

• Manage organization’s internal shared calendar, which tracks departmental team meetings, and serve as point of contact for scheduling organization-wide training, events, and committees.
• Collaborate with Chief Program Officer and Human Resources Department to track trainings staff attend and facilitate their sharing of what they learned across the organization.
• Work with staff and database to collect data for public relations, proposals, and reports. Share data with staff and stakeholders.

Coordinate operations and facilities administration (15%)

• Manage all common areas (e.g., kitchen, conference rooms, reception, supply areas) ensuring they remain clean, organized, and fully stocked with necessary supplies. Track, order, and manage delivery of supplies for headquarters, including office supplies, water, and janitorial supplies.
• Manage equipment service contracts for the main office and shelters, including shredding bins, dumpsters, utilities, copy machines, phones, internet, washer/dryers, and security contractors. Review and pay invoices and schedule maintenance.
• Manage the headquarters’ security cards and security cameras.
• Provide light computer support to staff.

Other (5%)

• Develops own professional development plan and attends trainings, meetings, and conferences within Casa Myrna and in the community.
• Other related duties as assigned by CEO.