Office Manager and Administrative Assistant

The Housing Partnership Network•Boston, MA

12h•Onsite

About The Position

The Office Manager is a professional working in an office environment with various roles within the organization to help ensure effective day-to-day operations. The ideal candidate will possess strong written and verbal communication skills and have expertise in budgeting processes and financial record keeping. This role requires a detail-oriented individual who can manage schedules, budgets, and team dynamics effectively. CommonGround is a start-up organization, so strong candidates will have demonstrated ability to operate in a very fluid, lean and fast-moving organization. Experience in the non-profit housing sector is preferred. In addition, the President will offer other duties as assigned as needed for the proper administration of operations.

Requirements

Associate’s or Bachelor’s degree in Business Administration, Office Management, Accounting, or a related field (preferred).
Minimum of 3 years of experience in office administration or a similar role.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Strong experience with bookkeeping software (such as QuickBooks) and financial reporting.
Familiarity with budgeting and financial reconciliation.
Comfortable using office equipment and managing vendor relationships.
Ability to manage and update website.
Excellent organizational and time management skills with the ability to prioritize tasks.
Strong attention to detail and accuracy in data entry and financial tracking.
Ability to manage multiple responsibilities and meet deadlines.
Strong written and verbal communication skills.
Ability to take accurate meeting minutes and prepare professional reports.
Excellent people skills, professional demeanor and ability to interact effectively with staff, board members, and external partners.
Valid driver’s license and reliable transportation (for mail collection and errands).
Ability to maintain confidentiality and handle sensitive information with discretion.
Flexibility to take on additional duties as assigned by the President.

Nice To Haves

Experience working in a nonprofit organization is a plus.
Experience working with public agencies, community organizations or mission‑driven developers.

Responsibilities

Provide support to senior leadership, including the CEO and Sr. Real Estate Project Manager; make travel arrangements and manage the calendars and email of senior leadership.
Coordinate staff meeting agendas with CEO and maintain corporate calendar as directed.
Compose communications, memorandums, and presentation materials from verbal direction.
Create, maintain and update documents and forms as needed; print letters and obtain appropriate signatures.
Assist with logistics planning and material creation/assembly for community meetings as well as other annual and ad-hoc meetings.
Set up workspace for new hires and assist with onboarding tasks as assigned.
Oversee planning of staff parties and events.
Manage daily office operations including supply ordering, equipment maintenance, and contractor coordination (e.g., delivery services).
Coordinate IT, internet and printing services across various service providers.
Management of vendor contracts as well research new ones.
Serve as the primary liaison for office vendors and service providers.
Collect, date-stamp, and distribute incoming mail and deliveries.
Coordination with other organizations sharing in office.
Arrange employee travel, including booking transportation and accommodations.
Provide administrative support and meeting coordination for internal and external meetings and events.
Process vendor payments, organize invoices, and maintain accurate financial records.
Assist with budgeting and preparing expense reports.
Use QuickBooks for data entry, reconciliation, and financial tracking.
Generate financial reports for audits and ensure compliance with non-profit accounting standards.
Coordinate logistics for Board of Directors meetings, including scheduling, preparing agendas, distributing meeting packets, and managing RSVPs.
Draft, compile, and maintain accurate board minutes and official corporate records.
Support the President and Board Chair in managing board governance tasks.
Maintain the organization’s corporate documents, bylaws, policies, resolutions, and other governance materials.
Ensure timely preparation and dissemination of board communications and updates.
Assist with planning and logistics for board committee meetings, retreats, and orientation of new board members.
Perform additional tasks as assigned by the President to support the administration of Housing Forward operations.
Be a key part of creating a great working environment and a high achieving organization