We are seeking a creative and collaborative Operations Coordinator with a passion for community driven placemaking. This individual is detail oriented with the ability to learn and thrive in a fast-paced environment and holds a strong administrative, operations and customer service skillset.

This position is in person daily and is located at the Related Beal corporate office - 177 Milk Street, Boston, MA 02109.

Position Responsibilities

Office Services Support

• Reception and Conference Rooms
  • Welcome, greet and direct guests in a friendly and professional manner
  • Notify employees when their guests have arrived
  • Coordinate guest arrivals, assisting with coats, umbrellas and personal items, offering storage if needed and escort guests to designated conference room/meeting location
  • Answer and directs incoming calls to appropriate personnel. Solve routine issues and escalate accordingly
  • Maintain a friendly and personable disposition
  • Ensure the reception area is always clean and tidy
  • Maintain daily schedules for nine conference rooms, reserve conference rooms by request, resolve any conference room conflicts
  • Maintain conference room upkeep, keep refrigerators and all supplies stocked daily, monitor room temperatures/air flow
  • Assist with meetings set-up and breakdown
• Perform all general mail services for daily incoming and outgoing USPS mail, overnight mail and courier requests
• Coordinate and execute office-catering requests, including catering set-up and breakdown
• Assist with general hospitality services including maintaining presentable, clean and stocked/organized kitchens and copy rooms
• Assist with general administrative tasks including document production (printing, scanning, binding, laminating), data entry and filing as needed

Administrative Support to 3 Executives (Support Needs Vary By Executive)

• Schedule and manage executives' busy and ever-changing calendars for both internal and external meeting requirements, board meetings, speaking events, travel, presentations, property visits, industry functions and personal appointments & obligations. Will need to be aware of/plan for travel time/flexibility between time commitments, as well as prep time needed for each appointment or engagement
• Review calendars daily and remind throughout the day to keep executives on schedule. Proactively review 3-4 weeks out on daily basis to ensure calendars up to date and to resolve potential conflicts
• Work with the executives on synthesis of internal, external, and board meetings agendas, meeting materials and actions items follow up in advance of the meetings
• Assist with scheduling multiple team meetings, tracking attendance and follow up
• Assist the executives' teams with scheduling internal and external meetings and with basic administrative tasks
• Maintain executives' task lists, re-prioritizing on a daily, weekly, monthly and annual basis
• Act as the administrative point of contact for executives
• Make phone calls on behalf of executives
• Prepare monthly expense reports
• Plan catering for internal meetings
• Arrange domestic travel
• Maintain and keep accurate office filings, electronic libraries and contacts database
• Assist with letter creation and formatting, data entry, filing, scanning
• Assist with ad hoc projects using Word, Excel, and PowerPoint
• Arrange meals as requested

• A minimum of 2 years of relevant office/administrative support experience
• Strong communication skills, both written and verbal
• Excellent professional demeanor with the ability to work with a wide range of levels and management
• Keen attention to detail
• Must possess strong organizational skills
• Comfortable working in a fast-paced environment, ability to multi-task, shift direction easily and prioritize
• Good judgment, discretion and strong discipline
• Experience in a role that requires a high level of discretion with confidential information
• Team player, self-starter
• Reliable
• Strong proficiency with Microsoft Office Applications, Microsoft Outlook, WebEx, Zoom and Box
• Experience working in a corporate environment is highly preferred
• Associate's degree or Bachelor's degree preferred
• Notary Public not required, but a plus

Employee Benefits

• Personalized Health Care: Medical, dental, and vision plan options; Employee Assistance Program
• Financial Benefits: Competitive salary and incentive packages; matching 401(k); FSAs and HSA; employer-paid life and AD&D insurance; paid leave & disability programs
• Social Wellness: 19 days of PTO; mental health counseling & resources; fertility, surrogacy, and adoption assistance; volunteer days and donation matching
• Career Development: Learning & training programs; tuition & certification reimbursement; internal advancement opportunities

Related values diversity in backgrounds and experiences. We are proud to be an equal opportunity employer and are deliberate about the team and culture we are building. We aim to ensure competitive total compensation that is commensurate with experience, workplace geography, and market standards.

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Formed in 1972, Related is the most prominent privately-owned real estate firm in the United States. Headquartered in New York City, the company has offices and major developments across the world. Related owns and manages a premier portfolio of assets valued at over $60 billion, including the 28-acre Hudson Yards neighborhood on Manhattan's West Side.

Related believes in investing in its talent and cultivates a positive, team-oriented environment where every voice is valued. Employees are encouraged to boldly take on new challenges, transcend the status quo, and demonstrate strong entrepreneurial spirit. In its relentless commitment to excellence, Related works to foster an innovative approach in its team members so that they can positively impact the communities in which they conduct business. Learn more about Related at .

Related Beal, the Boston office of Related Companies, is a fully integrated, dynamic and collaborative real estate firm focused on placemaking and celebrating local communities through development opportunities in Boston and the surrounding region. We work as a team across development, design, construction, finance, marketing, and property management to envision some of the most recognized developments in the area. Our building types include mixed-use, residential, affordable housing, life sciences, commercial office, hospitality and retail. Our projects include The Quinn/The Harris, Lovejoy Wharf, Congress Square, Innovation Square, The Whitney Hotel, One Kenmore Square, and Channelside. Learn more about Related Beal at www.relatedbeal.com.