Administrative Assistant

The Community Builders, Inc. • Full-time • Boston, MA, US • 4m ago

About The Community Builders

The Community Builders, Inc. (TCB) is a nationally recognized nonprofit developer, owner, and manager of affordable and mixed-income residential and commercial properties. We envision a world with vibrant, safe, and inclusive neighborhoods in which all people live in healthy homes with equitable access to resources and opportunities to pursue their dreams. Our mission is to build and sustain strong communities where all people can thrive. We realize our mission by developing, financing, and operating affordable, mixed income residential communities, neighborhood amenities and resident opportunity programming. Founded in 1964, TCB currently owns/manages 13,000+ units of rental housing across the Northeast, Mid-Atlantic, and Midwest.

About Community Life At TCB

Community Life (CL) is TCB’s place-based model that uses stable housing as a platform for connecting families, seniors, and households with disabilities to community resources and opportunities. We engage residents in creating programs and building strategic partnerships with local stakeholders to create pathways to opportunities in early education, economic mobility, youth development, voting registration, health, and resident leadership. Community Life’s goal is to create equitable access to community supports, resources, and opportunities for all residents so that everyone can thrive.

Position Description

The Community Life Administrative Assistant will support the Vice President of Community Life and manage the Community Life Department administrative activities. The Administrative Assistant will spend about 50% of the time supporting the Vice President and the remaining time will be dedicated to administrative tasks related to supporting the Community Life Directors, and the accounting department to perform tasks necessary for the well-functioning of the Department. Under direct supervision of the Vice President of Community Life, the Administrative Assistant will be responsible for:

Responsibilities Include

Organize, maintain calendar, and schedule appointments for the Vice President.
Coordinate some travel arrangements for VP (car rental, hotel, etc.)
Maintain master Memorandum of Understanding (MOU) tracking list
Order office supplies and research new deals and suppliers.
Manages vendor setup, including ensuring completion of MOU, SOW, insurance, and insurance exemption form when appropriate, and prepare MOUs for VP signature.
Maintain CL TCB Commons page and update as needed.
Schedule CL Board Committee Meetings and send reminders, agenda, preparing PowerPoint presentations, statistical graphs and charts, and other materials for meetings and correspondence.
General clerical duties to include, but not limited to: photocopying, faxing, scanning, mailing, and filing.
Answering resident, vendors, and employee telephone inquiries, directing and screening calls as appropriate.
Send newsletter entries to inform Property Management of new and exciting Community Life events.
Maintain staff e-mail distribution list and department directory in Outlook and Excel.
Responsible for completing the new hire checklist and assisting in onboarding new hires: computer orders, IT setup, training schedules, etc.
Tracking Community Life Service Coordinator training hours
Update job titles and order business cards as changes occur in a timely manner.

Knowledge, Skills, And Abilities

Knowledge of office management systems and procedures.
Working knowledge of office equipment, like printers and fax machines.
Proficiency in MS Office (MS Excel and MS PowerPoint, in particular).
Outstanding organizational and time management skills and the ability to prioritize work.
Attention to detail and problem-solving skills.
Excellent written and verbal communication skills.
Ability to undertake, balance, and manage multiple tasks and assignments
Excellent customer service skills & the ability to create a customer focused culture.
Must possess the ability to communicate effectively with all levels of management, employees, and outside contacts.

Education & Experience

BA/BS required. Minimum one year in an administrative support role.
Experience working with minimal supervision and perform effectively under tight time deadlines

TCB succeeds with diverse and inclusive teams

The Community Builders, Inc. is committed to ensuring diversity in its workplace, and candidates from diverse backgrounds are strongly encouraged to apply. TCB’s commitment to diversity is reflected at all levels of the company, including a governing board which is 50%+ people of color and 40%+ female and senior staff--director level and above--which is currently 40%+ people of color and 50%+ female. As a mission-directed nonprofit with a longstanding focus in urban neighborhoods, TCB believes that our potential impact as a local partner, housing provider, and great neighbor, are immeasurably enhanced when staff and leadership combine technical proficiency with the abilities, perspective and insight that can only arise from true representation of the communities that we serve.

Salary range: $50,000-$56,000 and commensurate with experience. Interested candidates are asked to send a cover letter and resume to:

Lindsay MacPhail (she/her)

Associate Director, Grants Management

lindsay.macphail@tcbinc.org

The Community Builders is committed to ensuring diversity in the workforce, and applicants from diverse backgrounds are encouraged to apply.