Administrative Support Coordinator

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