MassDevelopment

Senior Administrative Assistant - Real Estate Department

MassDevelopment is accepting applications for a Senior Administrative Assistant, based in the Agency’s Boston office and reporting directly to the Executive Vice President for Real Estate.

Offering a wide range of finance programs and real estate development services, MassDevelopment supports economic growth, development, and investment in all regions and across all sectors of the Massachusetts economy.

Under the direction of the EVP Real Estate, the Senior Administrative Assistant provides administrative support to senior staff in the day-to-day operations of the Real Estate Division. This encompasses organizational and administrative functions, such as coordinating the preparation of reports and materials for the MassDevelopment Board of Directors, inputting and maintaining data, filling out contract forms, managing internal approvals and procurement requests, maintaining electronic and paper filing systems, and other administrative tasks (scheduling, document production, telephone, event coordination, etc.) as needed.

Core Components of the Position:

  • Supports the Real Estate Division as an efficient, enthusiastic, and informed liaison to Division staff and resources
  • Gathers data and generates reports including weekly and monthly project status reports, quarterly and annual external data reports, event briefings, and minutes and summaries of meetings. Maintains Division databases
  • Acts as the point person for the Division for gathering and preparing materials for monthly Board of Directors meetings
  • Manages schedule for EVP, including setting up meetings, travel, and appointments; arranges out-of-state travel (conferences, etc.) for other real estate staff as requested; manages expense reimbursements for EVP and other staff as requested
  • Coordinates approval processes by helping staff prepare procurement request forms and decision memos, ensuring DOs conform to the budget, submitting for approvals, and following up to make sure they are processed in a timely manner
  • Creates and maintains electronic and paper filing system that is organized and easily retrievable including off-site document
  • Inputs and maintains data systems that include project tracking, contacts/distribution lists, and metrics reports
  • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, spreadsheets, and graphics
  • Manages external and internal correspondence for senior staff, including drafting routine correspondence, responding by phone or email to requests for information when necessary, and sorting and prioritizing items that need prompt attention
  • Organizes Division workshops and events including scheduling and coordinating venue, refreshments, and invitations
  • Provides phone support for the Division and welcomes visitors by greeting them in person or on the telephone
  • Occasionally provides short-term coverage for the front desk receptionist during the receptionist’s breaks
  • Handles confidential and non-routine information appropriately
  • Performs other duties as assigned

Required Qualifications:

  • Associate Degree preferred with minimum 4-7 years’ experience with at least 3 years supporting an executive team/managing office functions, ideally in an economic development or real estate context.  A Bachelor’s degree may be substituted for equivalent experience
  • Strong communication, presentation, writing, and problem-solving abilities
  • Some knowledge of commercial real estate preferred
  • Requires interpersonal and diplomatic skills that can be applied to both internal and external relationships with diverse personalities
  • Ability to manage multiple tasks and meet deadlines
  • Experience with maintaining filing, data, and budget tracking systems
  • Proficiency in software applications such as Microsoft Excel, PowerPoint, Word, and database systems
  • Must be detail-oriented
  • Demonstrates interest in Division activities and programs
  • Must be able to anticipate and respond to needs of senior staff and the Division
  • Ability to set priorities and complete work assignments on a task-by-task or daily basis
  • Ability to exercise initiative in following through on assignments within stated deadlines

Please forward cover letter and resume to:
MassDevelopment
Attn: Human Resources
99 High Street, 11th Floor
Boston, MA 02110
or email to: jobs@massdevelopment.com

This posting can close without notice.

Equal Opportunity Employer