Administrative Assistant

Parents Helping Parents of Massachusetts

Published: 6/14/2022

Job Description

Parents Helping Parents (PHP) is seeking a detail-oriented and organized Administrative Assistant to provide administrative support to the Executive Director and staff. This position helps ensure that PHP’s administrative systems, records, communications, meetings, and program logistics are organized and up to date.

This is a part-time 20-hour hybrid position with a flexible work schedule and primarily remote work, offering an opportunity to work independently while being part of a collaborative nonprofit team. PHP offers generous paid time off and a supportive work environment.

The Administrative Assistant serves as a key resource for maintaining accurate records and documents in PHP’s shared drive and supporting the day-to-day administrative needs of the organization.

About Parents Helping Parents

Parents Helping Parents (PHP) provides free, confidential, and immediate support to parents and caregivers through its 24-hour Parent Stress Line and peer-led support groups. PHP follows a mutual-support model and offers virtual groups and specialized programs for parents and caregivers, including those involved with child welfare, in recovery, or experiencing other significant challenges.

PHP’s trauma-informed services help reduce parental stress and isolation, strengthen families, and promote the well-being of children and caregivers.

Essential Functions

Administrative and Organizational Support

Provide administrative support to the Executive Director and staff.

Maintain organized and accurate documents and records in PHP’s shared drive.

Scan checks and supporting documentation and file materials appropriately.

Prepare, format, and distribute correspondence and materials for Board, staff, and committee meetings.

Maintain required documents for the organization’s financial review and ensure the Audit File is kept current.

Assist with other administrative projects and tasks as needed.

Development and Fundraising Support

Prepare donor acknowledgment letters and thank-you emails and maintain related records.

Coordinate fundraising mailings, including the Tea Card and Mother’s Day Appeal.

Assist with printing, mailing, and distribution of fundraising materials.

Program and Support Group Administration

Coordinate the administrative setup and ongoing maintenance of PHP support groups, including:

Zoom meetings and account access

Registration and landing pages

Website and calendar listings

Facilitator materials

Participant communications

Maintain group registration and attendance records across PHP systems.

Prepare attendance verification letters.

Assist facilitators with scheduling, account access, and Zoom-related issues.

Publications and Materials

Coordinate printing and distribution of You Are Not Alone: An Empowering Guide for Parents Whose Children Are in DCF Foster Care.

Maintain accurate records related to the distribution of PHP publications and materials.

Qualifications

Two or more years of administrative support experience.

Strong organizational skills and attention to detail.

Proficiency with Microsoft Office, Google Workspace, Excel, Zoom, and Mailchimp.

Experience managing online registrations, calendars, participant records, and virtual meeting logistics.

Ability to prioritize multiple tasks, manage deadlines, and maintain accuracy.

Ability to work independently while also collaborating effectively with staff and volunteers.

Strong written and verbal communication skills.

Experience with Salesforce or another CRM or participant database is preferred.

Commitment to PHP’s mission of supporting parents and strengthening families.

What We Offer

Hybrid work environment with primarily remote work

Flexible work schedule

Generous paid time off

Meaningful work supporting parents, caregivers, and families

A collaborative and mission-driven work environment

Opportunity to contribute to a respected community-based nonprofit