Part-time Administrative Assistant Position Available In Middlesex, Massachusetts

Part-time Administrative Assistant Nonprofit VOTE Waltham, MA Job Details Part-time | Full-time $22 – $25 an hour 23 hours ago Benefits 401(k) Flexible schedule Qualifications Benefits administration Google Sheets Microsoft Excel Customer service Mid-level Databases Accounting FileMaker Organizational skills Office management Associate’s degree 2 years Communication skills Office management experience (3-5 years)

Full Job Description Overview:

Nonprofit VOTE partners with America’s nonprofits to help the people they serve participate and vote. We are the largest provider of nonpartisan resources to help nonprofits integrate voter engagement into their ongoing work. We are also the managing partner of National Voter Registration Day, a nonpartisan civic holiday that registers hundreds of thousands of voters annually.

Role Summary:

We are seeking a detail-oriented and organized Administrative Assistant to support our largely remote team with in-office operations, data management, and logistical coordination. This hybrid position requires approximately 16-20 hours per week, including 1-2 in-office days.

Key Responsibilities:

Administrative & Office Support Process administrative and finance forms (e.g., via DocuSign) Open, scan, and deposit physical checks; coordinate with finance Support onboarding of new hires (email accounts, time tracking, benefits) Manage staff benefits enrollment and coordinate with vendors Maintain supplies and tech inventory for remote staff Serve as point of contact for vendors and office facilities Support small mailings and donor acknowledgments Data & Systems Management Assist the development team with donation tracking and CRM updates Manage Action Network and FileMaker data sync and tagging Upload and tag attendee lists from webinars Support National Voter Registration Day sign-up and partner tracking, including coordination with mailing vendors (July-August focus) Organizational Support Monitor and triage general email accounts (e.g., info@) Prepare and ship materials for events and conferences Provide scheduling and administrative support to the Executive Director Assist with travel and event logistics Support special projects as needed

Qualifications:

Minimum 2 years of experience in administration or office management Associate’s degree or equivalent work experience Strong organizational skills and attention to detail Comfort with Microsoft Excel or Google Sheets, including formulas and pivot tables Familiarity with CRMs (especially FileMaker and Action Network) Ability to learn new systems and software tools quickly Customer service orientation and clear communication skills Ability to work collaboratively with remote colleagues

Location & Schedule:

16-20 hours/week; flexible schedule Hybrid work: 1-2 in-office days/week

Current Office:

240 Elm St., Somerville, MA (through Sept. 30)

New Office:

303 Wyman St., Waltham, MA (starting Oct. 1)

Job Types:

Full-time, Part-time Pay:

$22.00 – $25.00 per hour Expected hours: 16 – 20 per week

Benefits:

401(k)

Schedule:

Choose your own hours Monday to Friday Ability to

Commute:

Waltham, MA 02451 (Preferred) Ability to

Relocate:

Waltham, MA 02451: Relocate before starting work (Preferred)

Work Location:

Hybrid remote in Waltham, MA 02451