Administrative Assistant

4 weeks ago

Boston, United States Boston Planning and Development Agency Full time
Job DescriptionJob Description

boston planning & development agency

**BOSTON RESIDENCY IS A CONDITION OF EMPLOYMENT AND MUST BE MET JUNE 30TH, 2024**

TITLE: ADMINISTRATIVE ASSISTANT

GRADE: 3

DEPARTMENT/DIVISION: Real Estate/ Real Estate Administration

SUMMARY OF RESPONSIBILITIES:

The BPDA’s Real Estate team manages, develops, acquires, and leases the 13 million square feet of public land owned by the BPDA with a focus on fiscal responsibility and community development. We treat our property as if we live next door, and strive to find ways to use our real estate to make the lives of Bostonians better.

Under direction of the Deputy Director of R.E Operations and Administration, the Administrative Assistant will ensure the department’s projects are successful by managing finances, policy compliance, office coordination, and reporting. They will collaborate closely with the Operations, Capital Construction, Disposition and Leasing teams, as well as the Finance department, external vendors, and other stakeholders. There will also be opportunities to take ownership of special projects and process improvements.

GENERAL DUTIES AND RESPONSIBILITIES:

The general duties and responsibilities of the position are included in but not limited to the information listed below.

  • Provide high-quality customer service and maintain effective working relationships with tenants, vendors, consultants, BPDA departments, and other stakeholders, including callers and visitors to the Real Estate office
  • Manage all financial aspects of the Real Estate operations, including budgets and invoices
  • Set up and maintain records and reports to provide the data teams need to make good decisions
  • Maximize efficiency through administrative support for the project managers and senior staff who oversee BPDA property, including but not limited to coordinating meetings, scheduling inspections, and maintaining confidential records
  • Generate high-quality materials such as Board memos, recommendations, and presentations; in particular, draft and distribute public procurements (Solicitations for Quotes, Invitations for Bids, and Requests for Proposals) to ensure compliance with all policies and prevent any lapses in service for residents
  • Execute on special projects and process improvements, such as streamlined licensing and contracting with small, local, women- and minority-owned organizations, as well as special events
  • Develop an active knowledge of ongoing projects so as to best serve the agency and perform other related duties as required

QUALIFICATIONS:

  • Completion of a bachelor’s degree or equivalent is preferred. A minimum of 1-2 or more years of related experience in administration and/or the public sector is also preferred.
  • Strong project management skills, including managing multiple priorities simultaneously
  • Team player with enthusiasm for the BPDA’s mission
  • Detail-oriented and a strong communicator, including written communication skills
  • Working knowledge of workplace technologies (e.g,. workforce collaboration, financial management platforms)

WORK ENVIRONMENT:

Mostly office environment work

PHYSICAL REQUIREMENTS:

Little or no exertion; may spend extended periods at desk. May need to travel between the multiple BPDA sites

**BOSTON RESIDENCY IS A CONDITION OF EMPLOYMENT AND MUST BE MET BY JUNE 20, 2024**

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