Executive Assistant - Corporate Office - Boston, MA

PRIMARY FUNCTION:
Under the general supervision of the Senior Executive Assistant, provide clerical support and administrative duties for company executives as a member of the administrative and office management team. Day-to-day tasks also include travel coordination, presentation creation, calendar management, scanning and filing. Must exercise organizational and customer service skills.

ESSENTIAL FUNCTIONS:

• Assistance in managing executive calendars and schedules
• Coordination and submission of receipts for expense reimbursement through Concur
• Distribute incoming correspondence, including mail and e-fax
• Provide logistical support and coordination for virtual meetings and local in-person meetings
• Coordinate travel plans and schedule appointments and internal and external meetings
• Assist in monitoring office supply inventory and order materials on an as needed basis so as to keep offices stocked appropriately at all times
• Keep physical office space efficiently organized and free of clutter
• Support other administrative staff with overflow work
• Performs other related duties as assigned

POSITION REQUIREMENTS:

• Associate or Bachelor's degree preferred, plus 5-7 years' experience with scheduling, calendar management, meeting support, filing
• Knowledge of administrative and clerical procedures and systems, such as word processing, managing files and records, designing forms and other office procedures and terminology
• Ability to compose and manage business correspondence and to proofread for grammar, spelling and punctuation with a high degree of accuracy
• Ability to handle multiple interruptions and adjustments to priorities throughout the day
• Excellent organizational ability in order to set priorities, organize workload, handle multiple responsibilities, meet deadlines and interact with numerous internal staff and external stakeholders on a daily basis
• Judgment to work independently and ask for guidance when needed
• Consistent, punctual, and reliable attendance
• Initiative to identify opportunities for improving team processes and building team culture
• Ability to treat sensitive matters with tact and confidentiality
• Ability to deal with diverse situations and people in a courteous and professional manner
• Massachusetts Notary Public a plus
• Job role requires at minimum 2-3 days in-person in the Boston office
• Proficient with Adobe Acrobat Pro and Microsoft Office including Word, Excel, Outlook, and PowerPoint, as well as with videoconference tools, such as Microsoft Teams and Zoom; Experience in Adobe InDesign a plus

BCTA

Benefits Offered:

• Medical, Dental and Vision insurance, beginning on the first of the month after hire.
• 401(k) with company match, short term disability and long term disability insurance.
• 3 weeks’ paid vacation, 13 paid holidays.
• Summer flex scheduling options to allow for early releases on Friday from Memorial Day to Labor Day.

Beacon Communities LLC seeks a diverse pool of candidates. We are committed to a policy of equal employment opportunity without regard to race, color, ancestry, national origin, religion, disability, gender, gender identity, sexual orientation, age, veteran status or other protected class.

Beacon Communities - 2018, 2019, 2020 Boston Globe's Top Places to Work!!

At Beacon, we strive to make a difference in our residents’ lives. We build outstanding communities that make enduring contributions to the vitality of our cities and towns. We create communities that serve a diverse cross section of our society. Our communities are healthy and vibrant. Why? Because they are planned with care, consideration, and compassion.

Company Overview: Founded in 2004, Beacon Communities LLC is a privately-owned real estate firm that develops, acquires, invests in, and manages a wide range of multifamily housing. Beacon currently owns and manages approximately 18,000 apartments including affordable housing, market rate housing, and mixed income-housing. Its developments range from new construction, to historic adaptive reuse, to the renovation of existing housing.


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