The Western Massachusetts Training Consortium is hiring a Full Time Administrative Assistant. Monday – Friday 8-4 pm This is in-person position working in the 187 High St building at the front desk. The Administrative Assistant plays a pivotal role in fostering an inclusive and welcoming environment that aligns with our mission. Serving as the first point of contact in our reception area, this role requires exceptional interpersonal skills to engage effectively with a diverse range of individuals, including staff, community members, and external partners. The position encompasses comprehensive administrative support and minimal fiscal duties focused on vendor coordination and managing payables. This position reports to the Director of Finance and Administration.
At the Consortium, we believe in social justice and are committed to anti-racism. As a collective organization, we work toward addressing systems of oppression as we seek to undo the harms that they have caused. Being part of our organization requires a deep commitment to addressing the marginalization, oppression and experience of being invisible so that community members are better able to pursue their dreams and strengthen communities through voice, choice, and inclusion.
If you believe in these values, we are the place for you to build your career! We offer generous benefits for Full Time employees including:
- Competitive salary
- Medical, Dental, LTD and Life Insurance
- Tuition Support
- 403B
- Personal Leave Time Off (includes vacation, bereavement and sick days)
- 12 Paid Holidays
Responsibilities:
Front Desk Management
- Warmly welcome and assist all visitors, ensuring a hospitable and inclusive reception experience.
- Manage incoming calls and correspondence, directing inquiries appropriately to support WMTC’s commitment to accessibility and responsiveness.
Administrative Support
- Coordinate and schedule meetings, prepare agendas, and organize meeting materials reflecting The Consortium’s values of collective wisdom and shared leadership.
- Maintain organized filing systems (both digital and physical) to ensure efficient document management.
- Assist in drafting and distributing internal communications, reports, and presentations that support organizational transparency and inclusiveness.
Event Coordination:
- Facilitate logistics for organizational events and staff activities, promoting community engagement and participation.
- Eventbrite- serves as event registration coordinator.
Vendor Coordination and Fiscal Support:
- Serve as the primary liaison for vendors, managing communications and maintaining positive relationships that reflect WMTC’s commitment to authentic partnerships.
- Process and distribute payables, ensuring timely and accurate financial transactions in line with organizational procedures.
- Track invoices and maintain financial documentation related to vendor transactions, supporting fiscal accountability.
Office Management:
- Oversee office supply inventory, placing orders as needed to maintain an efficient workspace.
- Ensure the reception area and common spaces are tidy and welcoming, embodying WMTC’s vision of creating environments where all individuals feel a sense of belonging.
Other Duties:
- Perform additional tasks as assigned to support the organization’s mission and operational needs.
Requirements:
- Proven experience in an administrative role, preferably in a front-facing capacity.
- Strong organizational and multitasking abilities, with attention to detail.
- Excellent interpersonal and communication skills, demonstrating cultural competence and the ability to engage with diverse populations.
- Proficiency in Microsoft Office Suite and comfort with various office technologies.
- Ability to handle sensitive information with discretion and professionalism.
- Experience with basic fiscal processes, particularly vendor coordination and accounts payable, is advantageous.
- Commitment to The Consortium’s mission and values, including promoting social justice, equity, and inclusion.
WMTC is dedicated to building inclusive communities where all individuals feel valued and empowered. We encourage candidates who share our commitment to social justice and equity to apply.
Please submit a letter of interest along with a resume to send a resume and cover letter to kpuffer@wmtcinfo.org.
The Consortium is committed to undoing systems of oppression and the harms they have caused. It actively works toward building an anti-racist environment and a sense of belonging. The Consortium provides a comprehensive benefits package for full-time (30 hrs.+) employees including health insurance; dental insurance; generous paid holidays; flexible spending accounts; and disability insurance. AA/EOE