Administrative Assistant (Boston HQ)

Administrative Assistant

WinnCompanies is seeking a highly organized and proactive Administrative Assistant to join our corporate office in Boston, MA. The ideal candidate for this role is a poised, highly organized administrative professional with significant, hands-on experience managing complex executive calendars and a minimum of 23 years working in a corporate office environment. This position requires someone who thrives in a polished, fast-paced professional setting, anticipates needs before they arise, and communicates with clarity and confidence. The right individual will bring a proactive mindset, exceptional attention to detail, and the ability to support senior leaders with discretion, accuracy, and professionalism. This role provides administrative support to the President and select senior members of the Development team, with calendar management as a core responsibility. Key tasks include scheduling, expense handling, coordinating supplies, and assisting with special projects. Reporting to the President and Administration Manager, the ideal candidate will be a strong multitasker with excellent communication skills and a comprehensive understanding of Microsoft Suite, including Outlook email and calendar, OneDrive, and Teams. The pay range for this position is $32.69$35.10 per hour, dependent on experience. The work schedule is Monday through Friday, 9:00 AM to 5:30 PM.

Responsibilities:

• Executive calendar management for the President, including scheduling internal and external meetings.
• Meeting preparation: draft agendas, take minutes, and track action items.
• Communication handling: manage incoming/outgoing emails, calls, and messages.
• Expense coordination: prepare, track, and organize receipts and reimbursement documentation.
• Organize travel arrangements, including flights, hotels, and transportation.
• Provide general administrative support such as filing, data entry, and document management.
• Coordinate meetings, conferences, travel, and expenses for senior Development team members.
• Prepare and maintain reports, presentations, and other materials.
• Support project execution by tracking timelines, progress, and deadlines.
• Compile information and create project update reports.
• Assist project managers with administrative tasks for ongoing projects.
• Serve as a liaison between teams to ensure smooth communication and workflow.
• Oversee day-to-day administrative needs within the Development team.
• Assist with office events, site tours, lunches, and social gatherings.
• Provide administrative support to EAs as needed.
• Manage payments and set up new Development Company vendors, as needed.

Requirements:

• High school diploma or equivalent; Associate's or Bachelor's degree preferred.
• 23 years minimum administrative experience in a corporate office environment.
• Extensive experience with executive support duties, including complex calendar management, scheduling, and expense tracking.
• Advanced proficiency in Microsoft Office Suite: Outlook, Word, Excel, PowerPoint.
• Strong organizational skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy under deadlines.
• Ability to handle sensitive information with discretion and professionalism.
• Self-motivated, proactive, and solutions-oriented.
• A welcoming, can-do attitude and polished professional presence.

Our Benefits:

• Generous time off policies (including 11 paid holidays (12 for MA employees); Generous Accrued Time Off increasing with years of service; Generous paid sick time; Annual day of service; Floating Holiday)
• 401(k) plan options with a company match
• Various Comprehensive Medical, Dental, & Vision plan options
• Flexible Spending Account, Dependent Care Flexible Spending Account, Health Savings Account options with HSA annual employer contribution
• Long Term Disability and voluntary Short Term Disability; Basic Term Life Insurance and AD&D optional supplemental life insurance
• Health Expense Reimbursement program (including gym memberships, equipment, and subscriptions)
• Tuition Reimbursement program and continuous training and development opportunities
• Wellbeing program (group challenges, seminars, opportunities to earn points to reduce medical premiums), Employee Assistance Program, & Commuter and Parking Reimbursement options
• Employee Corporate Discount Programs
• Flexible and/or Hybrid schedules are available for certain roles
• Employee Relief Program supporting employees with unexpected hardships that place undue financial stress on them and their families
• To learn more, visit winnbenefits.com

Why WinnCompanies?

A job you can be proud of: WinnCompanies is a nationally recognized leader in apartment community management and development. Our team members are committed to helping people in the communities we serve and making a positive difference in their lives.

A job that challenges you: Our employees are responsible for our growth and success, and we challenge our team members to always be their best in our fast-paced, dynamic and rewarding workplace.

A job you can learn from: We offer multi-faceted leadership and learning opportunities to support our team members' career growth and professional development.

A team that cares: We value teamwork, innovation, diversity and mutual respect. Through our recognition and rewards programs, we're committed to celebrating and uplifting our team members.

About Us:

WinnCompanies is a mission-driven, national business focused on building and operating top quality affordable housing communities for individuals and families of all incomes, including members of the U.S. Armed Forces and their families. Our people are the source of our success 4,300+ team members working together to create the best possible living communities in 27 states, Washington, D.C., and Puerto Rico.

Whether your skills are in operations, maintenance, leasing, compliance, marketing, IT, HR, accounting or finance, there's a role for you at WinnCompanies. Your passion for excellence can help us make a positive impact in the lives of real people every day.