Senior Administrative Coordinator

AvalonBay Communities•Boston, MA

2d•$69,500 - $115,900•Onsite

About The Position

Vivmark Residential exists to set the mark for what home can be. Formed through the merger of AvalonBay Communities and Equity Residential, Vivmark brings together two industry leaders with a shared commitment to excellence, innovation, and delivering exceptional living experiences. Our vision is to be the most trusted and best-performing rental housing company in America - one that continues to get better as it grows. And we're looking for people who want to help us do it. As an owner, developer, and manager of more than 180,000 apartment homes in major markets across the US, we have the scale to offer something most companies can't. At Vivmark, team members move up and across functions, markets, and disciplines, building lasting careers. We invest in team members’ growth, development, and capabilities that make them and us better, and we hold ourselves to the highest standard as an employer. The best people want to work here. We hope you're one of them. Are you an organized, proactive professional who thrives in a fast-paced environment and enjoys being the person who keeps a team moving forward? At Vivmark Residential, administrative professionals play a critical role in helping our leaders and teams operate efficiently, stay organized, and achieve business priorities. Vivmark Residential is searching for a Senior Administrative Coordinator to provide high-level administrative and operational support to a senior executive. This role serves as a key partner to leadership, coordinating complex schedules, meetings, travel, presentations, reports, budgets, and special projects. The Senior Administrative Coordinator will use strong organizational, communication, and analytical skills to anticipate needs, improve processes, and ensure administrative operations run smoothly. This position may also provide direction to other administrative coordinators to facilitate the completion of work and support department-wide priorities.

Requirements

High school diploma or equivalent (GED) required; some college or other post-high school education preferred
Minimum of 6 years of administrative assistant or administrative coordination experience supporting a multi-person department and/or senior executive(s)
Strong attention to detail and ability to manage multiple priorities with accuracy
Excellent organizational and time management skills
Strong written and verbal communication skills
Ability to collect, organize, analyze, and present information effectively
Strong proficiency with Microsoft Office applications, including Word, Excel, and PowerPoint
Ability to perform basic mathematical calculations, including totals, averages, percentages, and estimates
Demonstrated ability to handle confidential information with discretion and professionalism
Strong problem-solving skills and ability to anticipate needs and proactively address issues
Ability to operate standard office equipment and technology
Ability to work effectively in a normal office environment

Responsibilities

Provide comprehensive administrative and operational support to a senior executive, including calendar management, travel arrangements, meeting coordination, and event planning
Coordinate and prepare meeting materials, presentations, reports, and other documentation for leadership meetings and business initiatives
Manage and coordinate the executive’s schedule, proactively identifying priorities, conflicts, and opportunities to improve time management
Ensure administrative processes and functions are completed accurately and consistently in accordance with company policies and procedures
Compile and organize documents and materials for travel-related meetings and executive engagements
Track and analyze Capital Projects staffing, resource allocation, and project prioritization, and present information to support leadership decision-making
Create and maintain databases, spreadsheets, presentations, reports, and other departmental files while identifying opportunities for process improvements
Prepare departmental reports by gathering, organizing, analyzing, and presenting information in a clear and effective manner
Monitor departmental budgets and coordinate the submission and processing of invoices and expense reports
Coordinate and support company events, meetings, special projects, and other department initiatives
Provide guidance and direction to other administrative coordinators as needed to facilitate workflow and completion of departmental priorities
Perform other duties and special projects as assigned by management