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Administrative Assistant

2 months ago

Boston, United States Oxford Properties Group Full time

As an Administrative Assistant with Oxford, you are a central member and will be expected to be a self-starter who can work independently with mínimal supervision and direction. Your superior organization and time management skills, not to mention your amazing attention to detail will help support the entire team. Your positive attitude and superior customer service, organizational, project management and problem-solving skills will be key to your success. You value being a true team player who works well with other administrative assistants and take pride in your ability to quickly step in to support them when needed.

**As a member of this team, you will be responsible for**:

- Supporting senior leaders and the broader team with exceptional and efficient support.
- Manage, coordinate, and maintain calendars and mailboxes, schedule appointments and meetings.
- Complete and process expense reports, invoice approvals, professional registrations and any other delegated processes.
- Prioritize conflicting needs, handle matters expeditiously, proactively and follow-through on projects.
- Serve as the main point of contact for inquiries about meetings, scheduling, communications.
- Deal with confidential and sensitive issues requiring a high level of discretion and tact.
- Lead a variety of key projects and initiatives and other tasks as required.
- Coordinate travel arrangements, hotels and itineraries.
- General office duties may include ordering catering, mail distribution, greeting guests, etc.
- Submitting various documents into Docusign and ensuring they are executed in a timely manner
- Administering Procore and Ingenious (Oxford’s project management platforms) and having the ability to train fellow team members on how to use them
- Creating and finalizing construction contracts through AIA Software
- Creating consulting and vendor agreements for various Boston projects
- Onboarding vendors into our system and serve as the main point of contact for any administrative related questions
- Assist in running community engagement meetings and track budgeting spreadsheet for all donations and sponsorships

**To succeed in this role, you have**:

- 5+ years of administrative support
- A post-secondary education (college or university) is preferred.
- Flexibility to work outside of office hours and sometimes on short notice
- A team player and demonstrate an ability to collaborate and work with all levels of an organization and with external partners.
- Demonstrated strength in time management and organizational skills with the ability to prioritize in a fast paced and demanding environment.
- Strong written and excellent interpersonal and communication skills is a requirement.
- Excellent computer literacy and MS Office Suite experience, including advanced skills in Outlook, PowerPoint, Excel and Word.
- Attention to detail and accuracy is critical in this role.
- You take the initiative to identify and improve on any task, project or process you think may need it
- Experience using Adobe Acrobat

Pay: $65,000.00 - $85,000.00 per year

**Benefits**:

- 401(k)
- Dental insurance
- Flexible spending account
- Health insurance
- Paid time off
- Vision insurance

Schedule:

- Day shift
- Monday to Friday

**Experience**:

- Customer service: 3 years (required)
- Appointment scheduling: 3 years (required)
- Travel planning: 3 years (required)
- Calendar management: 3 years (required)

Ability to Commute:

- Boston, MA 02110 (required)

Ability to Relocate:

- Boston, MA 02110: Relocate before starting work (required)

Work Location: In person

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