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Administrative Support Coordinator

  • Full Time
  • Boston
Related Beal


Position Overview
We are seeking a creative and collaborative Administrative Support Coordinator with a passion for community driven placemaking. This individual is detail oriented with the ability to learn and thrive in a fast-paced environment and requires a strong administrative, operations and customer service skill-set.

This position is in person daily and is located at the Related Beal corporate office – 177 Milk Street, Boston, MA 02109.

 Position Responsibilities

  • Reception and conference rooms management
  • Guest arrival & assistance; maintain guest log
  • Answering and directing calls
  • Scheduling conference rooms for meetings
  • Mail and courier services
  • Incoming mail sorting and distribution; outgoing mail prep and pick up
  • Postage machine management
  • Courier requests
  • Office catering, setup and breakdown
  • Assist with data entry and document prvoduction tasks (printing, scanning, and filing)
  • Administrative support to 3 Executives (Executive Vice President; Senior Vice President, Development; Vice President, Corporate and Community Engagement)
  • Schedule and manage the busy and ever-changing calendars for both internal and external meeting requirements. Will need to be aware of/plan for travel time/flexibility between time commitments, as well as prep time needed for each appointment or engagement.
  • Review calendars daily and remind throughout the day in order to keep Executives on schedule. Proactively review 3-4 weeks out on a daily basis to ensure calendar up to date and to resolve potential conflicts.
  • Work with the Executives on synthesis of internal, external, and board meetings agendas, meeting materials and actions items follow up in advance of the meetings
  • Assist with scheduling multiple team meetings, tracking attendance and follow up
  • Assist the Executives’ teams on internal and external meetings scheduling.
  • Act as the Executives’ gatekeeper and the primary point of contact
  • Make phone calls on behalf of the Executives
  • Prepare monthly expense reports
  • Meals coordination
  • Other responsibilities as assigned

Position Qualifications

  • A minimum of 2 years of relevant administrative support experience
  • Strong communication skills, both written and verbal
  • Excellent professional demeanor with the ability to work with a wide range of levels and management
  • Keen attention to detail
  • Must possess strong organizational skills
  • Comfortable working in a fast-paced environment, ability to multi-task, shift direction easily and prioritize
  • Good judgment, discretion and strong discipline
  • Experience in a role that requires a high level of discretion with confidential information
  • Team player, self-starter
  • Reliable
  • Strong proficiency with Microsoft Office, Microsoft Outlook, WebEx, Zoom and Box
  • Experience working in a corporate environment is highly preferred
  • Associate’s degree or Bachelor’s degree preferred


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