What are the responsibilities and job description for the Office Administrator position at 2Life Communities?

Oversee the day-to-day functioning of 2Life's headquarters, ensuring that administrative processes run smoothly, and functions as an overall utility player who is able to step in and support a broad range of organizational needs.

ESSENTIAL JOB FUNCTIONS

Office administration

Coordinate mail distribution
Monitor spending for office supplies and other spending as needed. Ordering and restocking of office and kitchen supplies for headquarters
Process overnight and courier deliveries for headquarters staff
Track and reorder kitchen supplies
Notarize documents
Provide support for special events
Assist with visits to headquarters and Brighton campus, including access, parking, room reservations and catering
Manage parking permit access for headquarters
Serve as point of contact for headquarters office equipment and vendors
Support COVID protocols and manage test distribution across 2Life sites
Maintain common rooms and meeting spaces
Serve as point of contact for janitorial services

Human Resources Support

Plan and coordinate the following employee events in cooperation with Human Resources :

Town Hall monthly full staff meetings

Summer Picnic

Winter Social

New hire luncheons

Trainings

Maintain the Headquarters page on The Source (2Life's intranet)

Corporate recordkeeping and board logistics

File annual reports and periodic amendments with the Massachusetts Secretary of State and Attorney General's Office for 2Life entities

Obtain and maintain SAMs and UEI registrations for 2Life entities

Maintain corporate records of all 2Life entities and closing books for transactions

Collaborate with Administrative Strategic Coordinator, General Counsel, Senior Leadership team and committee chairs in creating, maintaining, revising and disseminating board and committee meeting agendas, materials and minutes

Support the governance committee of the board

Maintain board and committee membership rosters

Assist Administrative Strategic Coordinator with board operations including board meeting and event logistics, board meeting attendance and minutes, onboarding of board members and board communications

KNOWLEDGE, SKILLS & ABILITIES

Bachelor's degree

Notary public or ability to obtain notary commission

1 to 3 years of experience in an office setting preferred

Proficiency in using office software and database management

Ability to keep track of multiple tasks simultaneously; strong attention to detail

Completes tasks on time and can properly prioritize work

Exhibits resourcefulness and creativity in addressing challenges

Strong team player who excels at building relationships throughout the organization to help others to achieve measurable results

Experience in tracking budgets, expenses and supplies

Experience in planning, coordinating and executing office projects or event

WORKING CONDITIONS / PHYSICAL DEMANDS

Normal office environment

Regular use of office equipment, computer and lifting to 20 pounds

2LIFE COMMUNITIES provides superior housing to older adults of all backgrounds who can thrive independently within a supportive environment. We are a mission-driven organization with a vision whereby all older adults have the opportunity to age in community - to live a full life of connection and purpose in a dynamic and supportive environment. We are continually evolving support services to meet the needs of our diverse residents as they age.

2Life Communities owns and operates over 1,300 units of affordable rental housing located within six campuses in metropolitan Boston. With another 210 apartments under construction and more in planning, we expect to add another 600-700 units within the next several years as we complete projects in active planning and construction phases.

BENEFITS AND MORE

We offer a very rich benefit plan which for individuals adds 27% on top of the base pay and over 30% for employee 1 and families. Our rewards program includes but not limited to :

Robust medical and dental plan

Vision

Employer-paid life and AD&D, STD, and LTD insurance

401(k) plan

Paid vacation

Paid holidays

2 floating holidays

Pet insurance

And more!

The above statements intend to describe the general nature and level of work performed by people assigned to do this job. The above does not intend to be an exhaustive list of all responsibilities and duties required.

We desire to build and cultivate an inclusive environment that brings together a diverse workforce with unique experiences, backgrounds, talents, and perspectives.

External and internal applicants, as well as position incumbents who become disabled as defined under the Americans with Disabilities Act must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case by case basis.

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