Executive Assistant

December 2019

POSITION SUMMARY:   
Assist Executive Director of the Boston Bar Association/Foundation and other Directors, as needed, with executive administrative tasks and projects.

RESPONSIBILITIES
:
• Perform  all administrative duties, scheduling, record-keeping and support related to BBA and BBF executive leadership-level meetings and processes (e.g. BBA Council, BBF Board of Trustees, BBA and BBF Executive, Nominating and Audit Committees, BBF Grants Committee and BBA Finance Committee), as well as external meetings and appointments.
• Support all BBA and BBF appointment processes, including appointments to sections, standing and ad hoc committees, and task forces.
• Support BBA and BBF board orientation and strategic planning, Section and Committee orientation, and other leadership functions and events.
• Support the BBF Grants Committee and assist with all aspects of BBF grants administration.
• Assist with research, writing and liaison tasks supporting select BBA projects, task forces and initiatives as designated by the Executive Director 
• Maintain calendars and schedule meetings for Executive Director, Assistant Executive Director, and Director of Finance & Administration and other Directors.
• Support BBA and BBF programs, as assigned.

QUALIFICATIONS/SKILLS
:
• Strong analytical, organizational and project management skills
• Demonstrated exceptional writing skills
• Strong communications and inter-personal skills
• Exceptional attention to detail
• Ability to manage multiple projects independently
• Ability to interact with volunteer leadership and senior staff
• Bachelor degree required

Interested candidates must submit cover letter along with a resume to hr@bostonbar.org


This job description is intended only to provide general guidance.  It is understood that the position may evolve over time, and that additional or different duties may be added at management’s discretion.  It is the policy of the BBA/F to review and update job descriptions annually however updates or revisions may occur within a given year as indicated.


Public Service Programs Manager

November 2019

POSITION SUMMARY:   
The Public Service Programs Manager oversees, develops, promotes, and manages all public service and pro bono programs of the BBA, and also works collaboratively to advance the BBA’s diversity & inclusion related initiatives. 

RESPONSIBILITIES
:
• Oversee the successful operation of all public service activities, including managing existing projects, facilitating the development of new projects, recruiting member volunteers, and ensuring that each project meets its stated goal.
• Track metrics to help measure volunteer participation and project outcomes.
• Work with the Public Interest Leaders, Delivery of Legal Services Section, and other BBA Sections and Committees on public service opportunities and trainings.
• Serve as the point of contact with our outside partners -- such as the Private Industry Council, court staff, and the legal services organizations -- on public service projects and initiatives.
• Collaborate with other staff members on strategies to ensure that public service projects are connected to membership objectives and the Boston Bar Association & Foundation missions.
• Work collaboratively on diversity & inclusion initiatives of the Boston Bar including Section activities, Affinity Bar relations, and the BBF diversity-related funds.
• Serve as primary back-up on Lawyer Referral Service (LRS) operations when needed.
• Coordinate the exchange of essential information between the BBA and the BBF, including statistics, stories, and upcoming opportunities to achieve the highest level of marketing and communications about all public service programs.
• Speak to members and leadership about our public service programs at meetings and events.
• Perform other duties as assigned.

QUALIFICATIONS/SKILLS
:
• Strong analytical, organizational and project management skills
• Demonstrated exceptional writing skills
• Excellent communication and customer service skills
• Exceptional attention to detail
• Ability to manage multiple projects independently
• Ability to interact with people from a wide range of professional and personal backgrounds, including lawyers, judges, K-12 students, and community leaders.
• Prior supervisory experience preferred
• Bachelor's degree required; prior professional experience required


Interested candidates must submit cover letter along with a resume to hr@bostonbar.org

This job description is intended only to provide general guidance.  It is understood that the position may evolve over time, and that additional or different duties may be added at management’s discretion.  It is the policy of the BBA/F to review and update job descriptions annually however updates or revisions may occur within a given year as indicated.


Office Manager

September 2019

POSITION SUMMARY
The Boston Bar Association is seeking an Office Manager to oversee all aspects of office management including payroll and benefits administration.  This position will also support the Director of Finance and Administration in various functions, including managing the organizations’ physical infrastructure and systems maintenance and replacement.

RESPONSIBILITIES
:

  • Manage day to day office operations including the office calendars.
  • Manage relationships with vendors, contractors and service providers to support office operations.
  • Ensure that a sufficient inventory of office and meeting supplies are on hand.
  • Prepare payroll, including reconciling time sheets, entering payroll with payroll vendor, recording changes, and maintaining payroll and benefit records.
  • Perform benefits administration, enrollments, changes and terminations; process required documents through payroll, insurance providers and third-party administrators to ensure accurate record keeping and proper deductions.
  • Remain up to date with changing employment and benefit rules and regulations and implement accordingly.
  • Maintain financial, administrative and HR files, according to appropriate regulations and policies.
  • Implement critical building and safety procedures including opening and closing procedures; evacuation drills and building security.
  • Manage maintenance and repairs for building and office equipment.
  • Implement office policies and procedures to guide the operation of the office and recommend new policies and procedures as necessary
  • Update employee handbook as necessary and coordinate annual employee performance and review process.
  • Coordinate personnel recruitment efforts, including phone screening, scheduling interviews and conducting new-employee orientations
  • Plan staff events and meetings
  • Communicate with staff to ensure that employees have information about benefits, office policies and procedures and information relevant to office operations
  • Perform other duties as required and assigned.

QUALIFICATIONS/SKILLS:

  • Associate degree or equivalent experience required
  • 2 -5 years of experience in office management
  • proven ability to build strong and successful relationships to effectively support and help colleagues
  • Ability to maintain high degree of confidentiality, professionalism, poise, tact, and diplomacy to accomplish work objectives
  • Must be goal oriented, with good verbal and written communication skills
  • Must possess strong attention to detail while managing multiple projects in a fast-paced environment
  • Proficient with MS Office, including Word, Excel, and PowerPoint required
  • Experience with ADP Workforce Now preferred

 Interested candidates must submit a cover letter with resume to hr@bostonbar.org.


Benefits:

  • Paid vacation, sick, and personal leave
  • 401(k) retirement plan
  • Health insurance benefits
  • Dental insurance benefits
  • Life, AD&D and LTD insurance benefits

The Boston Bar Association provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.