Administrative Logistics Manager

2LIFE COMMUNITIES•Newton, MA

5d•Onsite

About The Position

The Administrative Logistics Manager is the operational heartbeat of Opus Newton’s leadership office. Equal parts strategist, organizer, and relationship-builder, you will partner closely with the Executive Director to keep the community running smoothly, from managing calendars and communication to orchestrating resident-facing events and supporting major initiatives, including donor tours and Opus Advisory Board logistics. You’ll serve as a trusted liaison between 2Life leadership, Opus management and staff, residents, and external partners, ensuring that information flows seamlessly and priorities stay aligned in a fast-paced, ever-evolving environment. This role is primarily Monday–Friday, on-site. While occasional evening or weekend work may be needed to support operational needs, the work schedule can be flexible.

Requirements

3–6 years of experience preferred in an administrative role, project coordinator, or operations support role; ideally in a fast-moving or start-up environment and with supporting busy, dynamic executives.
Proven success supporting senior leaders and managing complex schedules and priorities.
Exceptional written and verbal communication skills.
Proficiency with Microsoft Office Suite, Google Workspace, and project management tools (e.g., Asana, Trello).
Bachelor’s degree or equivalent combination of education and experience.

Nice To Haves

Experience in hospitality, senior living, or mission-driven organizations is a plus.

Responsibilities

Serve as primary partner to the Executive Director, anticipating needs, managing Google calendars, emails, meetings, and priorities with exceptional discretion and follow-through.
Create clarity out of complexity: manage shifting deadlines, competing priorities, and evolving needs in a dynamic startup environment.
Oversee and support Front Desk processes and scheduling, including supervision of Front Desk staff.
Support bookings and administrative tasks in the Health & Wellness department.
Provide office management support, including managing supplies and procurement, and overseeing inventory.
Manage logistics for Opus Advisory Board and leadership communications, meetings, and materials. Coordinate travel, lodging, and meeting logistics for leadership and guests, and handle scheduling and coordination for visiting executives, board members, and partners.
Manage Corporate Credit card with receipts and expense reports.
Handle confidential information with judgment, professionalism, and care.
Serve as a welcoming and informed presence for residents and guests, embodying the Opus hospitality standard.
Support planning and logistics for high-profile resident events, VIP visits, or donor tours.
Support coordination of resident events, visits, and high-touch experiences that reflect the Opus brand of warmth, responsiveness, and quality.
Work cross-departmentally with Dining, Community Life, Fitness, Health & Wellness, and Facilities to ensure seamless experiences for residents and visitors.
Assist with onboarding new Front Desk Ambassadors and staff the Front Desk when exceptionally busy or during breaks.
Partner with the hospitality and dining teams to ensure smooth execution of special events.
Anticipate resident needs, troubleshoot on the fly, and help create a culture where everyone feels seen and valued.
Draft and edit correspondence, memos, presentations, and talking points that reflect organizational voice and vision.
Maintain systems for tracking progress on strategic goals, initiatives, and community feedback.
Ensure internal communication channels run smoothly and keep the team aligned.