Executive Administrative Assistant, Property Operations

ADP, Inc.; Boston (MA); On-site; USD 33,000 - 36,000; Full time

Job summary

Quin House is seeking an Administrative Assistant to support the Director of Engineering and a multi-property team in Boston. The role emphasizes proactive organization, meticulous records, and discreet handling of sensitive information to ensure smooth operations across venues.

The ideal candidate will manage calendars, draft correspondence, assist with reports, and coordinate meetings, travel, and vendor interactions, while delivering hospitality-minded service to internal stakeholders.

Qualifications

• Experience providing administrative support to a senior leader or operations team.
• Exceptional organization, time-management, and follow-through skills.
• Strong written and verbal communication, with professional interaction.
• Advanced proficiency in Microsoft Office applications.
• Ability to handle confidential or sensitive information appropriately.

Responsibilities

• Provide high-level administrative support to the Director of Engineering and other property leaders.
• Manage calendars, appointments, meetings, property visits, inspections, and deadlines.
• Coordinate meetings by preparing agendas and materials, reserving space, and following up.
• Draft, proofread, format, and distribute professional correspondence and reports.
• Maintain organized files, contracts, and property records with confidentiality.
• Prepare and reconcile expense reports and invoices, obtaining approvals as needed.
• Support special projects, property events, and cross-functional initiatives.

Skills

Calendar management

Executive support

Discretion

Microsoft Office

Travel coordination

Hospitality focus

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Quin House is seeking an Administrative Assistant to support the Director of Engineering and a multi-property team in Boston. The role emphasizes proactive organization, meticulous records, and discreet handling of sensitive information to ensure smooth operations across venues.

The ideal candidate will manage calendars, draft correspondence, assist with reports, and coordinate meetings, travel, and vendor interactions, while delivering hospitality-minded service to internal stakeholders.