Receptionist

Essential Duties And Responsibilities

• Provide dedicated executive support to the President, CEO, COO, and SVP of Development
• Manage and monitor the President and COO’s calendars weekly; proactively identify and resolve scheduling conflicts, including last-minute changes and adjustments
• Prepare and distribute meeting agendas; send prep communications to all stakeholders ahead of key meetings
• Coordinate logistics for annual company-wide meetings including the Community Business Plan Presentations and Senior Managers' Strategic Planning Meeting
• Arrange all travel for the President —flights, ground transportation, and accommodations; prepare detailed itineraries
• Support the COO with all administrative tasks, including memo drafting and document proofreading
• Support the SVP of Development with tracking system updates and document organization as needed
• Liaise with Mass-ALA on behalf of the President; manage membership portal, training registrations, and annual awards ceremony participation
• Coordinate gift ordering for special occasions and recognition as directed
• Prepare and submit monthly expense reports for the CEO, President and COO

Office Management

• Greet and welcome all office visitors in a professional and friendly manner
• Screens and manages incoming calls and correspondence; respond where appropriate or route to the relevant team member
• Maintain a clean, organized, and fully stocked office environment; perform daily routines
• Manage all office supply ordering through WB Mason and Amazon; maintain inventory levels across the kitchen and supply room
• Manage facilities needs through the Taurus Management portal; maintain vendor relationships with Culligan, Shred-IT, Cintas, Xerox, and Quadient
• Sort and distribute incoming mail; maintain and update the office directory monthly
• Reconcile corporate card charges monthly; process and route invoices to appropriate finance contacts

Communications and Events

• Serve as the primary internal communicator for all home office operational matters
• Draft and distribute email announcements to the correct audience — Home Office List or Wingate ALL
• Manage the annual holiday schedule; coordinate early dismissal plans and send all holiday communications with President approval
• Coordinate the monthly birthday recognition program via Snappy for home office and community leaders
• Coordinate monthly birthday card production and mailing for all community employees
• Plan and execution of office and company-wide events and celebrations
• Perform other tasks or duties as needed or directed

Position Requirements

• Bachelor's degree preferred; 5+ years of executive administrative experience required
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Microsoft Teams
• Strong written and verbal communication skills across all levels of the organization
• Highly organized with the ability to manage multiple priorities, changing needs, and competing deadlines
• Proactive and self-directed; comfortable working independently with minimal supervision
• Exercises sound judgment and maintains strict confidentiality at all times
• Willingness to learn platforms including ADP, Yardi, SharePoint, and Snappy

Benefits

• 401K
• Health, Dental, Vision insurance