Administrative Assistant - Engineering & Property Ops

ALGONQUIN CLUB HEXAGON; Boston (MA); On-site; USD 30,000 - 37,000; Full time

Job summary

The Quin House, operated by ALGONQUIN CLUB HEXAGON in Boston, MA, is seeking an Administrative Assistant to support the Director of Engineering and property teams across multiple locations.

You will manage calendars, prepare documents, coordinate meetings, maintain records, and ensure timely follow-through on projects and reporting. A proactive, organized professional with strong MS Office skills is preferred.

Qualifications

• Prior experience providing administrative or executive support to a senior leader, property-management team, or operations function is preferred.
• Exceptional organization, time-management, and follow-through skills to manage multiple priorities and deadlines.
• Strong written and verbal communication skills, including business correspondence and professional interaction with varied stakeholders.
• Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.

Responsibilities

• Provide high-level administrative support to the Director of Engineering and other designated property leaders, anticipating needs and helping organize competing priorities.
• Manage calendars, appointments, meetings, property visits, inspections, and recurring deadlines; identify scheduling conflicts and coordinate changes promptly.
• Coordinate meetings by preparing agendas and materials, reserving space, documenting key decisions and action items, and following up with responsible parties.
• Draft, proofread, format, and distribute professional correspondence, notices, reports, presentations, spreadsheets, and other business documents.
• Monitor and prioritize incoming requests, calls, and correspondence; route matters appropriately and ensure timely, professional follow-through.
• Maintain organized electronic and physical files, contact lists, contracts, property records, and other confidential or sensitive information in accordance with Company practices.
• Prepare and reconcile expense reports, invoices, purchase documentation, and supporting records; obtain required approvals before commitments or payment.
• Support special projects, meetings, property events, and cross-functional initiatives, including research, data gathering, supply coordination, and preparation of briefing materials.
• Maintain current Certificates of Insurance and related compliance documentation for tenants, vendors, and contractors.
• Maintain and update preferred-vendor lists, contact information, service history, and supporting records for each trade.

Skills

Executive support

Organization

Communication

MS Office

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Job description

The Quin House, operated by ALGONQUIN CLUB HEXAGON in Boston, MA, is seeking an Administrative Assistant to support the Director of Engineering and property teams across multiple locations.

You will manage calendars, prepare documents, coordinate meetings, maintain records, and ensure timely follow-through on projects and reporting. A proactive, organized professional with strong MS Office skills is preferred.