Executive Assistant and Special Projects Coordinator

Job Type

Full Time

Published

10/25/2018

Application Deadline

12/01/2018

Address

476 Tremont Street
Boston
MA
02118
United States

Description

Castle Square Tenants Organization's (CSTO) mission is to promote the economic, educational and social empowerment of low income individuals by providing access to safe, quality affordable housing and supportive direct service programs. CSTO offers programs for residents of the Castle Square affordable housing complex and members of the surrounding community that include a quality after school enrichment programming for grades K-8, innovative job readiness/youth development programs for under resourced teens, an adult technology class, wellness programming for seniors and a social enterprise that provides low cost computer equipment and IT support. CSTO also co-owns and co-manages the Castle Square complex, which includes 500 apartments and 13 commercial spaces in Boston’s South End.


Summary

The Executive Assistant and Special Projects Coordinator provides administrative and operational support to the Executive Director and the Board of Directors. S/he represents CSTO with both internal and external constituencies, including residents of the Castle Square apartment complex. The Executive Assistant and Special Projects Coordinator assists with the planning and execution of organizational and program events.

The ideal candidate is a motivated, flexible, problem-solver who thrives in a complex environment. S/he should have strong communication skills, be able to work under tight timelines, be organized and have a strong desire to learn. Equally important, s/he must be committed to CSTO’s mission, adept at establishing and maintaining positive working relationships, excel working both independently and as part of a collaborative team, and approach challenges and conflicts with good humor.


Duties and Responsibilities


Administrative Support for Executive Director and Board of Directors

  • Maintain Executive Director’s calendar, including scheduling internal and external meetings and coordinating logistics
  • Manage bi-weekly board meetings, including agenda and materials preparation
  • Serve as communicator to board regarding organizational events and happenings
  • Attend Board of Directors, Committee and Administrative Staff meetings, keep minutes
  • Represent CSTO at occasional offsite meetings as needed
  • Support Executive Director with communications, including monitoring telephone messages, mail and emails.
  • Supervise laundry room staff with Office Manager and report back to Executive Director
  • Proofread and format outgoing documents (e.g., emails, letters, memos, briefings, meeting summaries, and presentations)
  • Enter contact data and track interactions with contacts in database (when implemented)
  • Review property monthly general ledger and report findings to Executive Director on a monthly basis.
  • Prepare materials for Tenant Management Committee meetings
  • Assist with grant submissions
  • Payroll support when needed
  • Work with Executive Director and Property Manager to develop and revise property policies and procedures
  • Prepare work assignments for front desk receptionist  


Resident Support

  • Develop and maintain relationships with community partners and government officials
  • Work closely with property management team to respond to residents’ needs and desires, including fielding and responding to questions, and helping to coordinate the response to vacancies and new tenant move ins
  • Support Office Manager in supervising on site laundry room staff


Special Projects

  • Coordinate content for CSTO bi-monthly newsletter
  • Edit management company monthly newsletter articles
  • Project manages organization and program events, such as National Night Out, Black History Chinese New Year Celebration, Toys for Tots, Summer Basketball League, general membership meetings, field trips for residents
  • Solicit donations and coordinate thank you letters for event sponsors


Other duties as assigned


Qualifications

  • Bachelor's degree or equivalent
  • Minimum of 3-5 years professional experience, property management experience preferred but not required
  • Exceptional oral and written communications skills
  • Demonstrated ability to work both independently and collaboratively in a fast-paced environment, simultaneously leading multiple projects and effectively prioritizing time and tasks
  • Superior organizational skills, commitment to high-quality work product, and attention to detail
  • Ability to attend occasional meetings and events outside working hours
  • Strong command of Microsoft Office programs, specifically Word, Excel, and PowerPoint
  • Notary Public (preferred not required)
  • Experience in property management (preferred not required)
  • Experience with Salesforce or similar database (preferred not required)
  • Proficient in Chinese and/or Spanish languages (preferred not required)
  • CORI and SORI checks required



Professional Level

Professional

Minimum Education Required

4-year degree

How To Apply

hiring@cstoboston.org
http://www.cstoboston.org

Please submit cover letter and resume.


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