Job description

Apply here:

https://utecinc.applytojob.com/apply/NCflwjZaPm/Enterprise-Assistant

Job Summary:

The Enterprise Assistant provides administrative and operational support to the Sr. Director of Social Enterprises and other leaders of the Social Enterprises team when requested. The ideal candidate will be organized, professional, eager to learn and willing to receive constructive feedback. They must be comfortable working independently and with supervision; they must be flexible and willing to work from multiple sites / offices on occasion; they should be willing to run simple errands when requested such as dropping items off at UPS or at the Post Office. The ideal candidate will be able to work primarily on site at UTEC’s headquarters in Lowell, MA.

Key Duties & Responsibilities

• Coordinate and manage the Sr. Director of Social Enterprises’ calendar, including inbound and outbound meeting requests.
• Monitor Sr. Director of SE’s email for time sensitive items and Social Enterprise customer inquiries and notify Sr. Director of SE of response as training will dictate
• Monitor the Woodworking, Support, mattress recycling emails and address any outstanding emails, either answering them (with approval) or notifying Sr. Director of SE or operators in relevant enterprises to handle.
• Support Social Enterprises with staff coverage by filling in on an as-needed basis when key staff are out on short term leave or assignment, as requested by the Sr. Dir of SE.
• Manage a series of spreadsheets, inputting data and information relevant to the different SE’s. Includes data entry, tracking and reporting as well as ensuring appropriate grant allocations for Madd Love Meals spending.
• Learn routing, dispatch and logistics management software to back up Mattress Recycling Enterprise Dispatcher and A.D. of Recycling Operations if needed.
• Internal and external catering invoicing.
• Back up Social Enterprise operators with their daily & end of month paperwork in the event that they’re on vacation or cannot complete.
• Complete purchases of supplies & COGS line items for S.E.s with pre-approval from Sr. Director of S.E.
• Request, print and distribute invoices from the finance department to the applicable SE’s.
• Upload receipts to AMEX website for purchases made against the Sr. Director of S.E.’s credit card.
• Prepare & submit HR forms such as new hire documents, CORI request forms, Job Requisition forms and Offer Approval forms.
• Attend and support HR in new staff onboarding if Sr. Director of SE is unavailable.
• Approve invoices for the finance department based on a pre-approved list of vendors.
• Light business development responsibilities including responding to emails from potential customers and tracking inbound orders, particularly for woodworking enterprises.
• Website management: responsibilities including adjusting inventory counts & uploading new item descriptions to Madd Love Market page including some light content creation.
• Review, process shipping labels and pack direct-to-consumer orders made through the Madd Love Market portal.
• Create and print shipping labels.
• Run mail and / or small parcels to USPS / UPS for shipping.

Skills / Competencies

● Strong communication skills

● Ability to stay on task / work independently

● High Attention to Detail

● High comfort level with Microsoft Office Suite including Word, Excel, Powerpoint

● Ability to operate a telephone and standard office equipment

● Responsive to texts / emails during business hours

● Positive attitude, desire to learn and willingness to be coached

● Associates Degree preferred but not required

● Bilingual Spanish preferred, but not required

● 1-2 years experience

Job Type: Full-time

Schedule:

• Monday to Friday

Work Location: One location

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