Operations Administrator

Reports To: Senior Vice President/Chief of Staff

Location: Boston, MA

Job Summary:

Samuels & Associates is seeking a highly organized and proactive Operations Administrator to provide comprehensive support to executive leadership. This role requires excellent organizational skills, proactive problem-solving, and a detail-oriented individual who excels at multitasking and can manage complex calendars, coordinate high-level meetings and travel, and serve as a trusted point of contact. The ideal candidate thrives in a fast-paced environment, demonstrates sound judgment, and is capable of handling confidential information with discretion. This is a dynamic, hands-on role that also encompasses elements of office operations, calendar management, relationship management, and event planning.

About Samuels:

Samuels & Associates (S&A) is a Boston-based real estate owner, developer, and property manager. The firm currently owns and operates a diverse portfolio exceeding 5 million square feet across residential, office, retail, and hospitality asset classes. With an additional 3 million square feet of development in the pipeline, S&A continues to shape dynamic, mixed-use communities throughout the Greater Boston area and beyond.

Key Responsibilities:

Executive Support & Coordination

• Calendar Management: Oversee day-to-day scheduling for executive leadership, ensuring efficient and proactive calendar coordination. This role is responsible for the calendars they directly manage and will communicate internally and externally on behalf of those individuals.
• Meeting Coordination, Preparation and Logistics: Support preparation of meeting presentations and materials, ensuring timely distribution and readiness for both internal and external meetings. Anticipate and arrange all logistics for internal teams and external guests.
• Event Planning: Working closely with the Chief of Staff, coordinate and support initiatives, events, activities.
• Travel and Hospitality Coordination: Provide end-to-end travel support for executive leadership, including booking flights, hotels, conference registrations, and dinner reservations, anticipating needs and preferences while on the road.
• Document Services: Serve as a notary for internal and external documents as needed.
• Tour Coordination: Organize and coordinate property tours for internal and external guests.

Office Management and Property Administration

• Reception and Front Desk Management: Supervision of the Receptionist and front desk reception area ensuring a welcoming and professional front-of-house experience.
• Office Maintenance Oversight: Proactively manage the day-to-day upkeep of the corporate office, including lighting, carpet cleaning, clock and door repairs, plant care, and general workspace organization.
• Vendor and Contractor Coordination: Manage relationships with service providers for regular and on-demand maintenance and office services.
• Access and Security Systems: Working closely with the Chief of Staff, maintain the burglar alarm system-assign alarm codes, and serve as the main point of contact for unauthorized entries and alarms via Galaxy Integrated/Boston Fire Department.

Working Conditions/Physical Demands

• Normal office business environment.
• Close work (paperwork, visual examination).
• Occasionally walking up and down stairs, standing, and bending.
• Ability to sit at a computer for long periods.

Salary: $75,000- $80,000

The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required.

External and internal applicants, as well as position incumbents who become disabled as defined under the Americans with Disabilities Act must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.

S&A provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.