Office Administrator

DEPARTMENT:  Administration  

REPORTS TO:  Senior Director of Administration  

EMPLOYMENT STATUS:  Full-time, exempt 

SUPERVISES: N/A  

WORK LOCATIONS: On site/Remote Work, Events, BLO Main Office 

LOCATION:  Greater Boson Area  

OVERVIEW:  

The Office Administrator is a key support position with an impact on the daily company operations.  Primary responsibilities include supporting regular office operations through calendar management, maintaining databases, facilitating the management of office technology, maintaining timely correspondence, and assisting with project management. The Office Administrator will provide support to the Administration department and work in cross-department collaboration to assist with operations and support Company initiatives. The Office Administrator will act as a point of contact for employees and select vendors and provide support to staff and ensure daily office procedures run smoothly and will maintain high customer service standards for all employees, visitors, and callers.  

AREAS OF RESPONSIBILITIES:  

Administrative Operations 

• Entrusted with managing Company mail; checking mail on a regular/daily basis, sorts and distributes incoming mail/deliveries to the appropriate personnel; maintain an organized mail storage system with attention to State retention policies 

• Tasked with assisting with meetings and preparing meeting materials in coordination with the Senior Director of Administration; issue invitations and provide technology support as needed 

• Support the preparation of presentations, spreadsheets and reports as assigned 

• Manage reception including visitors, general information inquiries, shipping and deliveries, security, etc. 

• Administers general office communications about hours of operation, holidays, announcements, etc. upon directive from Senior Director of Administration 

• Responsible for assisting in the onboarding/offboarding process for all administrative staff: provide support for new employees on general office procedures; set up accounts for IT and equipment access, provide information on building and office access, decommission accounts, and any additional applicable tasks 

• In collaboration with the Senior Director of Administration, responsible for assisting with Staff events such as staff meetings, trainings, lunches and the like 

• Responsible for serving as point of contact with office supply and equipment vendors 

• Responsible for ordering and maintaining adequate office supplies and inventory for staff use. 

• Manage additional projects/tasks as identified by the Senior Director of Administration 

Technology 

• Responsible for maintaining a database of company technology subscriptions and software and makes recommendations for improvements/streamlining when possible 

• Serve as an administrator on company technology accounts (Microsoft 365, and the like) 

• Co-manage the administrative database for Administration Department accounts and log ins  

• Assist in the implementation of system conversions as needed. 

• Provides support and coordinates technology training programs for employees 

• Responsible for maintaining the asset tracking data and inventory of equipment including laptops, printers, monitors, and applicable accessories; takes responsibility for assigning/collecting equipment to employees  

• Proactively manages Company phone system and assign/decommission phone lines as needed 

Administrative Office Facility Management 

• Serve as point of contact with Office Building Management Company 

• Responsible for proactively maintaining and cleaning a clear work area for all employees; perform light maintenance as needed or plan for maintenance vendors 

• Directs and manages the office space reservations for internal company needs 

• Assists with access for company staff and external visitors with key, fobs, or access codes as applicable 

• Supervise visitors as needed 

Other Responsibilities 

• Serve as a backup for the CEO’s Executive Administrator for onsite support in the office, when needed and as available.  Responsibilities include welcoming guests, managing meeting room setup, providing hospitality, and addressing technology needs for meetings with visitors, donors, vendors, and partners 

JOB CONDITIONS:  

The position is full-time, exempt. Regular business hours are Monday to Friday, with occasional evening and weekend work with seasonal high-volume periods. Administrative work is currently hybrid/remote, with this position committing three (3) to four (4) days in person during high volume periods as discussed with the supervisor.  Onsite work may be required for BLO performances and events in Boston and across the greater Boston area (both during the week and/or on weekends). Candidates must live in the greater Boston Area and be able to commute to Boston’s Fort Point neighborhood.  

BLO values diversity and is committed to creating an inclusive environment for all employees. All qualified candidates will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age or veteran’s status or any other protected category. BLO is an equal opportunity employer. 

QUALIFICATIONS:  

• Demonstrated excellence in an administrative support position or similar for 1-2 years 

• Exceptional interpersonal and written and verbal communication skills 

• Demonstrated ability to effectively manage multiple projects in a hybrid work environment with digital projects. 

• Strong ability to proactively and independently drive tasks and projects forward 

• Demonstrated capability to work collaboratively with a variety of stakeholders, both internally and externally 

• Strong demonstrated proficiency with office technology and equipment, including computers, printers, copiers, and AV equipment. In depth working knowledge of Windows and Mac OS, Microsoft 365 and Zoom phone and video administration ideal  

• Ability to analyze information logically, drawing on one’s knowledge and experience base and proactively seeking new resources as necessary to generate appropriate and/or creative solutions 

• Highly organized and able to create an organized and easy-to-follow system for others 

• Demonstrated excellence in the administrative support field 

• High School Diploma or equivalent, bachelor's degree ideal, but not required