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Administrative Assistant

2 months ago

Boston, Massachusetts, United States Beacon Hill Full time
Administrative Assistant

We are seeking an experienced Administrative Assistant to join our team at Beacon Hill. As an Administrative Assistant, you will provide administrative support to the Property Management Administrator and assist with various tasks related to property management.

Key Responsibilities:
  • Manage requests for information and assistance from the public and staff
  • Audit tenant files and resolve any problems identified
  • Develop and maintain filing systems and schedules of inspections and unit showings
  • Accurately and efficiently answer phone calls, take messages, and meeting notes
  • Complete administrative tasks in a timely manner, meeting assigned deadlines
  • Obtain and distribute daily occupancy and vacancy data
  • Support general portfolio of Supported Housing - Property Management operations, including organizing, updating, filing, and distributing policy and procedure, program goals, contracts, grants, and memorandums of agreement
  • Assist in managing inventory of unit supplies and unit keys
  • Provide support and coordination at various internal and external meetings
  • Assist in preparation of presentations
  • Effectively work with internal and external stakeholders
  • Streamline, align, and maintain electronic processes, operations, and procedures to improve the management of grants, contracts, and audits for the portfolio
  • Create and draft impactful progress reports
  • Provide project management support to the Property Management team as assigned by the Property Management Administrator
Requirements:
  • Minimum of five (5) years' experience as an administrative assistant to senior leadership
  • Experience in prioritizing tasks and meeting deadlines in a fast-paced environment
  • Excellent organizational skills, attention to detail, and ability to work on multiple projects at once
  • Experience providing customer-facing services to a vulnerable and distressed population
  • Demonstrated ability to manage multiple competing priorities
  • Superior verbal, written, and interpersonal communication skills
  • Strong data management and analytic abilities
  • Experience in maintaining confidential records and information
  • Ability to sustain energy in a sometimes-stressful environment
  • Occasional long periods of sitting
  • Ability to access other locations within and outside the organization
Preferred Qualifications:
  • Experience writing policy and procedures
  • Project Management experience
  • Excellent presentation skills