Senior Administrative Coordinator

Position Type:
Full time
Weekly Scheduled Hours:
40
State:
Massachusetts
City:
Boston
Zip Code:
02210
Total Base Pay Range:
$69,500.00 - $115,900.00

The Role:

Are you an organized, proactive professional who thrives in a fast-paced environment and enjoys being the person who keeps a team moving forward? At Vivmark Residential, administrative professionals play a critical role in helping our leaders and teams operate efficiently, stay organized, and achieve business priorities.

Vivmark Residential is searching for a Senior Administrative Coordinator to provide high-level administrative and operational support to a senior executive. This role serves as a key partner to leadership, coordinating complex schedules, meetings, travel, presentations, reports, budgets, and special projects. The Senior Administrative Coordinator will use strong organizational, communication, and analytical skills to anticipate needs, improve processes, and ensure administrative operations run smoothly.

This position may also provide direction to other administrative coordinators to facilitate the completion of work and support department-wide priorities.

Additional responsibilities include but are not limited to:

• Provide comprehensive administrative and operational support to a senior executive, including calendar management, travel arrangements, meeting coordination, and event planning
• Coordinate and prepare meeting materials, presentations, reports, and other documentation for leadership meetings and business initiatives
• Manage and coordinate the executive's schedule, proactively identifying priorities, conflicts, and opportunities to improve time management
• Ensure administrative processes and functions are completed accurately and consistently in accordance with company policies and procedures
• Compile and organize documents and materials for travel-related meetings and executive engagements
• Track and analyze Capital Projects staffing, resource allocation, and project prioritization, and present information to support leadership decision-making
• Create and maintain databases, spreadsheets, presentations, reports, and other departmental files while identifying opportunities for process improvements
• Prepare departmental reports by gathering, organizing, analyzing, and presenting information in a clear and effective manner
• Monitor departmental budgets and coordinate the submission and processing of invoices and expense reports
• Coordinate and support company events, meetings, special projects, and other department initiatives
• Provide guidance and direction to other administrative coordinators as needed to facilitate workflow and completion of departmental priorities
• Perform other duties and special projects as assigned by management

You Have:

• High school diploma or equivalent (GED) required; some college or other post-high school education preferred
• Minimum of 6 years of administrative assistant or administrative coordination experience supporting a multi-person department and/or senior executive(s)
• Strong attention to detail and ability to manage multiple priorities with accuracy
• Excellent organizational and time management skills
• Strong written and verbal communication skills
• Ability to collect, organize, analyze, and present information effectively
• Strong proficiency with Microsoft Office applications, including Word, Excel, and PowerPoint
• Ability to perform basic mathematical calculations, including totals, averages, percentages, and estimates
• Demonstrated ability to handle confidential information with discretion and professionalism
• Strong problem-solving skills and ability to anticipate needs and proactively address issues
• Ability to operate standard office equipment and technology
• Ability to work effectively in a normal office environment

How Vivmark Supports You:

We know that our teams are the beating heart of our success and we’re committed to showing our appreciation. We invest in our team members' growth, development, and capabilities, providing opportunities to build lasting careers while making a meaningful impact across our organization.

At Vivmark, your organizational expertise, attention to detail, and ability to support leaders and business priorities are valued. Whether you’re coordinating an executive's day, preparing critical information for leadership, or helping a team execute an important initiative, your work helps us deliver on our commitment to being the most trusted and best-performing rental housing company in America.

We offer:

• A competitive benefits package that supports your health, financial well-being, and work-life balance, including medical, dental, and vision coverage, a 401(k) with company match, paid vacation and company holidays, and exclusive team member housing discounts.