Administrative Assistant

Hunt Military Communities•Boston, MA

2d•$30 - $36

About The Position

The Administrative Assistant provides administrative support for HCP's Boston office, the Managing Director, Chief Credit Officer, and Senior Director of Asset Management.

Requirements

Undergraduate degree or equivalent. Required
At least two years of administrative or clerical experience. Required
Requires a detail-oriented, self-starter who takes initiative, can prioritize, work independently with limited direction, and multitasks in a busy environment. Ability to accept new responsibilities, adapt to changes in procedures and processes, and work as a team.
Time management skills with a proven ability to meet deadlines.
Ability to handle multiple priorities from various constituents with tight deadlines in a fast-paced environment.
Strong time management, organizational skills, and attention to detail.
Proficient with Microsoft Office Suite or related software. WorkDay, Pereview, and database software are a strong plus.
Demonstrated ability to work independently with limited direct supervision.
Demonstrated ability to exercise excellent judgment and discretion in handling highly confidential information.
Strong written and verbal communication skills and proven ability to communicate clearly and professionally with individuals at all levels, internally and externally.
A high degree of professionalism, a strong work ethic, a sense of responsibility, and integrity are required.
Excellent teamwork and interpersonal skills.
Ability to resolve problems independently and work with high autonomy and responsibility.
Must demonstrate excellent written and verbal communication and interpersonal skills, particularly the ability to communicate effectively with all management and industry professionals.

Nice To Haves

At least 1 year of experience in a progressively responsible position is a plus.
WorkDay, Pereview, and database software are a strong plus.

Responsibilities

Facilitates the smooth functioning of the office environment, serving staff and many visitors, along with staffing the front desk.
Facilitates the ordering and maintaining office equipment, supplies, and any capital improvements for the office.
Liaises with Building Management as applicable.
Sets up and manages conference calls and meetings, including preparing and organizing meeting space and materials in advance. May order food for business meetings (breakfast/lunch, etc.).
Assists in coordinating the hiring processes, supports onboarding basics for the Boston office, and selects remote employees.
Maintains office records and documentation files, particularly more complex and sensitive files. Implements an efficient system for other staff to access files and documents.
In partnership with the BTS team, support troubleshooting equipment and IT-related issues for employees and the team.
Performs or facilitates the upkeep and appearance of the office.
Acts as the office receptionist to all visitors and vendors as necessary. Ensures proper sign-in procedures.
Responsible for proprietary database User Account Administration, data entry, and ad hoc queries.
Supports a variety of basic reports or queries from the proprietary database. Assists in the development of standard reports for ongoing customer needs.
Generates General Partner notices using proprietary database data points and mail merge features.
Surveys functions and activities within HCP groups to determine if proprietary database data collection and organization meet their needs.
Works with the Chief Credit Officer to support updates to Policy and Procedure documents.
Supports basic HCP's Asset Management functions as requested by the Senior Director of Asset Management.
Supports basic HCP's Underwriting and Development Risk Management functions as requested by the Chief Credit Officer.
As requested by the Chief Credit Officer and Senior Director of Asset Management, assists in organizing and uploading project documents.
Assists Asset Management with compiling quarterly reporting to investors as assigned.
Schedules and provides meeting minutes for committee meetings, as assigned.