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Administrative Assistant

Company: The Community Builders
Location: Boston
Posted on: November 23, 2021

Job Description:

About The Community Builders The Community Builders, Inc. (TCB) is a nationally recognized nonprofit developer, owner, and manager of affordable and mixed-income residential and commercial properties. Our mission is to build and sustain strong communities where all people can thrive. We do this by developing, financing, and operating high quality affordable mixed-income housing, by coordinating access to support services, and by planning and implementing other community and economic initiatives critical to the communities we serve. Every employee who works for The Community Builders understands what it means to make a significant difference in the lives of others. About Community Life Community Life is TCBs place-based model that uses stable housing as a platform for connecting families, seniors and disabled households to community resources and opportunities so they can thrive. We engage residents in creating programs and building strategic partnerships with local stakeholders to create pathways to opportunities in early education, economic mobility, youth development, voting registration, health, and resident leadership. Position overview and key responsibilities The Community Life Administrative Assistant will support the Vice President of Community Life and manage the Community Life Department administrative activities. The Administrative Assistant will spend about 25% of the time supporting the Vice President and the remaining time will be dedicated to administrative tasks related to supporting the Community Life team including working with the accounting department to perform tasks necessary for the well-functioning of the Department. Under direct supervision of the Vice President of Community Life, the Administrative Assistant will be responsible for: * Organize, maintain calendar, and schedule appointments for the Vice President. * Coordinate all travel arrangements for VP, including submitting and reconciling monthly expense reports. * Update and maintain the Community Life Operations Manual which includes policies and procedures. * Order office supplies and research new deals and suppliers. * Handle administrative requests and queries from Directors of Community Life. * In coordination with the Accounting Department, code and submit invoices for processing, set up vendors and process monthly petty cash request for Community Life sites. * Oversee the development and processing of Memorandum of Agreements for all CL sites and coordinate with insurance, legal and other departments as necessary to ensure all contracts are executed appropriately. * Maintain CL TCB Commons page and update as needed. * Plan meetings and take detailed minutes, as well as prepare reports, PowerPoint presentations, statistical graphs & charts and other materials for meetings and correspondence. * General clerical duties to include, but not limited to: photocopying, faxing, scanning, mailing and filing. * Answering resident, vendors, and employee telephone inquiries, directing and screening calls as appropriate. * Set up conference rooms and conference line for meetings. Ensure Technology is working properly prior to meetings. Arrange catering for select meetings. * In collaboration with the Directors of Community Life, schedule monthly trainings for CL Site Staff. * Send newsletter entries to inform Property Management of new and exciting Community Life events. * Maintain up to date the staff e-mail distribution list and department directory in outlook. * In coordination with Grant Coordinator, mail vendor checks and prepare deposit slips for donation and grant checks weekly. * Responsible for completing the new hire check list and assist in onboarding new hires: computer orders, IT set up, training schedules, etc. * Update job titles and order business cards as changes occur in a timely manner. What we're looking for * Outstanding organizational and time management skills and the ability to prioritize work. * Attention to detail and problem-solving skills. * Excellent written and verbal communication skills. * Ability to undertake, balance, and manage multiple tasks and assignments * Knowledge of office management systems and procedures. * Working knowledge of office equipment, like printers and fax machines. * Proficiency in MS Office (MS Excel and MS PowerPoint, in particular). * Excellent customer service skills & the ability to create a customer focused culture. * Must possess the ability to communicate effectively with all levels of management, employees and outside contacts. * BA/BS preferred. Minimum one year in an administrative support role. * Experience working with minimal supervision and perform effectively under tight time deadlines The Community Builders is committed to ensuring diversity in the workforce, and applicants from diverse backgrounds are encouraged to apply.

Keywords: The Community Builders, Boston , Administrative Assistant, Administration, Clerical , Boston, Massachusetts

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