Executive Assistant and Office Manager

Wingate Living•Newton, MA

1d•$90,000 - $100,000•Onsite

About The Position

The Executive Assistant & Office Manager serves as a trusted partner to the President, CEO, COO, and SVP of Development at Wingate Living, providing high-level administrative support while ensuring the smooth day-to-day operation of the corporate home office. This is a highly visible role requiring exceptional organizational skills, professional discretion, strong communication, and the ability to work independently across multiple priorities.

Requirements

5+ years of executive administrative experience required
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Microsoft Teams
Strong written and verbal communication skills across all levels of the organization
Highly organized with the ability to manage multiple priorities, changing needs, and competing deadlines
Proactive and self-directed; comfortable working independently with minimal supervision
Exercises sound judgment and maintains strict confidentiality at all times
Willingness to learn platforms including ADP, Yardi, SharePoint, and Snappy

Nice To Haves

Bachelor's degree preferred

Responsibilities

Provide dedicated executive support to the President, CEO, COO, and SVP of Development
Manage and monitor the President and COO’s calendars weekly; proactively identify and resolve scheduling conflicts, including last-minute changes and adjustments
Prepare and distribute meeting agendas; send prep communications to all stakeholders ahead of key meetings
Manage the bi-weekly Operations Review, monthly investory and/or partner meeting series end-to-end
Coordinate logistics for annual company-wide meetings including the Community Business Plan Presentations and Senior Managers' Strategic Planning Meeting
Arrange all travel for the President —flights, ground transportation, and accommodations; prepare detailed itineraries
Support the COO with all administrative tasks, including memo drafting and document proofreading
Support the SVP of Development with tracking system updates and document organization as needed
Liaise with Mass-ALA on behalf of the President; manage membership portal, training registrations, and annual awards ceremony participation
Coordinate gift ordering for special occasions and recognition as directed
Prepare and submit monthly expense reports for the CEO, President and COO
Greet and welcome all office visitors in a professional and friendly manner
Screen and manage incoming calls and correspondence; respond where appropriate or route to the relevant team member
Maintain a clean, organized, and fully stocked office environment; perform daily routines
Manage all office supply ordering through WB Mason and Amazon; maintain inventory levels across the kitchen and supply room
Manage facilities needs through the Taurus Management portal; maintain vendor relationships with Culligan, Shred-IT, Cintas, Xerox, and Quadient
Sort and distribute incoming mail; maintain and update the office directory monthly
Reconcile corporate card charges monthly; process and route invoices to appropriate finance contacts
Serve as the primary internal communicator for all home office operational matters
Draft and distribute email announcements to the correct audience — Home Office List or Wingate ALL
Manage the annual holiday schedule; coordinate early dismissal plans and send all holiday communications with President approval
Manage the monthly birthday recognition program via Snappy for home office and community leaders
Coordinate monthly birthday card production and mailing for all community employees
Plan and execution of office and company-wide events and celebrations
Perform other tasks or duties as needed or directed.