Program Administrative Assistant

This role supports our mission "to provide basic and necessary services to those unable to meet their primary needs of food, clothing and household goods." This position reports to the Executive Director, Food Pantry Manager, and Program Communications Coordinator. This is an on-site, non-remote role. The role of our Program Administrative Assistant hinges upon being detail-oriented, highly organized, and able to communicate clearly and compassionately with our team, volunteers, vendors and clients.

This role directly supports staff and helps ensure our operations run efficiently and with care.

• Support the Food Pantry Manager, including food inventory and ordering.
• Maintain Food Pantry compliances, processes and scheduling.
• Facilitate communications/orders/pick-ups/drop-offs with Food Vendors and Donors (including Greater Boston Food Bank, local grocers, etc.).
• Act as authorized driver of the Charity Guild vehicle (when qualified).
• Schedule and check-in with volunteers, post daily volunteer lists/updates and provide letters confirming completed community service hours.
• Handle client support calls and maintain senior citizen and homebound delivery client lists.
• Support delivery reporting and compile/report all food purchased and donated.
• Schedule and coordinate vendors, including maintenance vendors.
• Meet and greet and oversee vendors on-site.
• Monitor supply stock and place orders as needed.
• Produce program calendars and other printed materials.
• Daily Administrative Responsibilities: support the Executive Director and Program Communications Coordinator.
• Maintain good relationships with community partners, vendors and subcontractors (e.g., bookkeeper, snow removal, plumber, electrician, etc.).
• Share information with the bookkeeper as needed.
• Join BAHN network calls and support collaborative client intake initiatives.
• Greet visitors at the office and answer phones, respond to emails.
• Prescreen employee and volunteer candidates / CORI process.
• Onboard new employees and volunteers, completing all necessary materials.
• Ensure all office equipment is functioning properly; schedule maintenance and facility cleanings with outside vendors.
• Pull/compile/file necessary reports and applications.
• Prepare, send and pick up mail.
• Support data entry and acknowledgements.
• Conduct client intake process.
• Assist client liaisons on intake process/guidelines/software.
• Participate in and maintain cleaning responsibilities.
• Support event planning, outreach and production (including registration, check‑in/check‑out, sponsors).

• Associate's degree or equivalent required.
• Valid U.S. driver's license.
• Highly organized, on-time, dependable.
• Clear, concise, consistent communicator.
• Ability to move or transport 40–50 pound boxes.
• Friendly, patient and personable.
• Excellent follow‑through skills.
• Excels in finding solutions.
  
  Ability to prioritize tasks and work independently.
• Excellent customer service skills; excellent phone and in-person etiquette.
• Skilled in Microsoft Office (Excel and PowerPoint).
• Ability to learn new programs such as Canva.
• Good typing and filing skills.
• Ability to coordinate schedules.

The work schedule for this position is subject to adjustment due to program needs. On average this is a 25‑30 hour/week role:
Monday 8 am–2 pm, Tuesday 8 am–2 pm, Wednesday 8 am–3:30 pm, Thursday 8 am–2 pm, Saturday 7 am–11 am on the 1st and 3rd Saturdays of the month (unless schedule shifts), and Fridays as needed.