Opportunities

SUMMARY:
The Senior Office Administrator is a key member of the Administration department, often serving as the first point of contact for employees, vendors, and guests at BLO Headquarters. The Senior Office Administrator will have the ability to impact company culture, employee experience and the daily company functions and processes. Primary responsibilities include supporting regular/daily office operations through providing a welcoming and hospitable workplace, thorough employee onboarding/offboarding, calendar management, maintenance of databases, facilitating the management of office technology and supplies, maintaining timely correspondence, and assisting with project management. The Senior Office Administrator manages key office infrastructure and associated vendors including technology services and related equipment and supervises office operations and use. Through their knowledge of BLO’s organizational needs, the Senior Office Administrator ensures that the Company is optimizing the use of its technology and recommending enhancements where possible. The Senior Office Administrator will maintain high customer service standards for all employees, visitors and callers. The Senior Office Administrator will provide support to the Senior Director of Administration and will work in close collaboration with the Finance Department and other members of the company to ensure efficient and timely support with operations and Company initiatives.

AREAS OF RESPONSIBILITY

Administrative Operations:
- With direction from the Senior Director of Administration, entrusted with managing General & Administrative budget by tracking expenses and creating cash flow projections for Administration, Facility, and IT expenses
- Responsible for tracking expense and reimbursements for monthly corporate credit card activity for the Administration Department; will proactively schedule time to review expense activity with the Senior Director of Administration at the end of each month
- Accountable for receiving, processing and tracking invoices for the Administration Department payments including but not limited to vendors, benefits invoices for health, dental, vision and 401k plans
- Responsible for ensuring that Company mail is being effectively managed; checking mail on a regular/daily basis, sorting and distributing incoming mail/deliveries to the appropriate personnel; maintain an organized mail storage system with attention to State retention policies
- Tasked with scheduling meetings and preparing meeting materials in coordination with the Senior Director of Administration; issue invitations and provide technology support as needed
- Supervise and manage research projects as identified by the Senior Director of Administration; facilitating the preparation of presentations, spreadsheets and reports as assigned
- 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
- Accountable for ordering and maintaining adequate office supplies and inventory for staff use.
- Support employees by facilitating interdepartmental communications and interactions between internal and external parties.
- In collaboration with the Director of People Operations, lead the maintenance and updating of office policies relating to Administration and Technology as needed
- In collaboration with the Director of People Operations, co-manage the benefits enrollment rosters for administrative employees across benefits portals including but not limited to health, dental, vision, and 401k plans
- Supports the CFO and Sr. Director of Administration in administering and maintaining statutory and corporate files, such as company tax filings, unemployment administration, workers' compensation administration, 401(k) administration, and benefits management and other corporate filings; Trained as a secondary point of contact and backup to the CFO and Sr. Director of Administration for related processes.
- Assist in the maintenance of the Company calendar in Outlook and ArtsVision in collaboration with departments in a timely and complete manner
- In collaboration with the Senior Director of Administration, responsible for the design, execution and assistance 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; compare costs and service and make recommendations.
- Lead the company-wide volunteer initiative by working with departments to identify needs and coordinate volunteers; create and maintain a volunteer handbook, ensure proper insurance coverage is in place; plan volunteer recognition activity or gifts
- Responsible for the maintenance of a schedule of contracts and leases for office equipment; assist with notifying the Senior Director of Administration of contract expirations/updates as applicable

Technology:
- Responsible for managing overall company software and technology needs in collaboration with the Senior Director of Administration, and tracks applicable expenses
- Direct the maintenance of the administrative database for Administration Department accounts and log ins
- Responsible for maintaining Company digital documents in cloud-based filing systems
- Develops, plans, and implements short term and long-term strategic technology plans.
- Manages relationships with technology vendors
- Entrusted with a leadership role in implementation of system improvements or conversions as needed.
- Provides guidance and manages technology training programs for employees
- Responsible for maintaining a database of company technology subscriptions and software and makes recommendations for improvements/streamlining when possible; works interdepartmentally as needed
- Leading the maintenance of asset tracking data and inventory of equipment including laptops, printers, monitors, and applicable accessories; takes responsibility for assigning/collecting equipment to employees
- Tasked with serving as a primary administrator on company technology accounts (Microsoft Office 365, and the like)
- Proactively manages Company phone system and assign/decommission phone lines as needed; provides staff training on a regular basis

Other Responsibilities:
Serve as a backup for the CEO’s Executive Administrator for onsite support in the office, particularly on Mondays and Tuesdays or when the Executive Administrator is out of the office or unavailable. Responsibilities include welcoming guests, managing meeting room setup, providing hospitality, and addressing technology needs for meetings with visitors, donors, vendors, and partners.

Qualifications:
- 4-6 years of experience in an office administration role, demonstrating increasing responsibility and leadership within the team.
- Proven excellence as an office assistant, office administrator or in another relevant position
- Exceptional verbal and written communication skills to effectively interact with various stakeholders, including senior leaders, board members, vendors, and colleagues.
- High capacity to analyze situations, identify issues, and make informed decisions to resolve problems efficiently.
- Excellent time management skills, ability to prioritize tasks, and manage multiple projects simultaneously while meeting deadlines.
- Strong demonstrated project leadership skills
- Outstanding abilities to communicate in person, in writing and over the phone
- Ability to lead and mentor junior administrative staff and foster a collaborative work environment.
- High level of accuracy and meticulous attention to detail to ensure all administrative tasks are completed flawlessly.
- Advanced to superior expertise in various office software applications like Microsoft Office Suite, project management tools, and aptitude for learning relevant database systems required.
- Advanced proficiency in working with various technologies: PC, Apple products, printer/copiers, and the like
- Ability to adjust to changing priorities, new procedures, and evolving technologies.
- Excellent customer service skills to effectively interact with internal and external personnel
- Commitment to maintaining confidentiality regarding sensitive information.

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. Onsite work may be required for BLO performances and events in Boston and across the greater Boston area (both during the week/on weekends). Administrative work is currently hybrid/remote, with this position committing to at least three (3) days in person, and potentially more during high-volume periods. Candidates must live in the greater Boston Area.

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.

Desired Start Date: April 7, 2025

BENEFITS

Pay Range: $65,000 - $78,000 Annual

Salary:
The salary for this position is based on a candidate’s experience and skills beginning at $65,000-78,000 per year, in addition to a benefits package which includes medical, dental, employer-paid vision coverage