Senior Administrative Coordinator

4 days ago


Watertown, Massachusetts, United States Beacon Hill Full time
Job Summary

We are seeking a highly skilled and experienced Senior Administrative Assistant to join our team at Beacon Hill. This is a unique opportunity to work in a dynamic and fast-paced environment, supporting the VP of Development and AVPs in the Institutional Advancement department.

Key Responsibilities
  • Serve as the general manager for the office of the VP and AVPs, ensuring efficient office workflow and tracking action items to ensure follow-up and resolution.
  • Organize files and reference materials, support logistical and policies related to the work of the Development team and senior leadership in the department.
  • Provide high-level administrative support to the VP and AVPs, including management of complex calendars, handling sensitive information with discretion and strict attention to confidentiality.
  • Proactively manage all meeting arrangements and logistics, ensuring meetings start on time and keeping all informed of upcoming commitments and responsibilities.
  • Assist with meeting document preparation and follow-up as needed, and help plan, facilitate, and execute meetings with alumni, donors, academic partners, and other stakeholders.
  • Perform monthly expense reconciliations, order supplies, and manage purchases for the VP and AVPs and their team members.
  • Work closely with the SVP Office to support systems, procedures, and protocols to ensure smooth and consistent back-up.
Requirements
  • Bachelor's degree or equivalent, with relevant certifications or advanced degrees highly desired.
  • Minimum 3-5 years of total work experience with a bachelor's degree, or 5+ years with an Associate's degree and formal administrative training.
  • At least 3 years of experience supporting C-suite executives or senior leaders in a nonprofit or academic setting.
  • 1-3 years supervisory experience preferred, with the ability to hire, train, and/or supervise student workers.
  • Excellent written and oral communications skills, with the ability to convey information clearly and concisely.
  • Strong writing, proof-reading, and editing skills, with writing examples requested.


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