Office Administrator

Department: Boston
Location: Boston
Job Code: 123
# of Openings: 1


Next Street: Where teamwork and entrepreneurship meet

Next Street is a for-profit firm founded to enable growth of high-performing, high-potential small and mid-size enterprises in a challenging and stimulating environment. Our clients are successful businesses and nonprofits with annual revenues up to $100 million, as well as the anchor institutions, social investors, foundations, and government agencies that foster economic development in our cities and underserved communities. Through our work, we have a direct impact on wealth-creation and employment in America’s cities.

With offices in Boston, New York City and Chicago, Next Street provides a unique mix of integrated advisory services in strategy, finance, operations, and organizational effectiveness. We connect the dots at every level, and across multiple industries and geographies, to create a network that advances business growth and economic development. We are a for-profit B Corporation, and were named a “2014 Best of the Best for Community Impact” by B Lab.

We look for professionals who combine significant experience in their fields with a passion for building successful, high-impact organizations in underserved markets: people who love cities, love business, and thrive on challenge. Next Street offers our team members an unparalleled opportunity to work at the intersection of “doing well and doing good,” having the potential to meaningfully impact organizations and their communities on a daily basis. We are committed to providing our professionals with development across areas of expertise, and advancement based on individual goals and performance.

Position Summary:

The Office Administrator will play a critical role in supporting, developing, and improving Next Street’s operational infrastructure in partnership with our Corporate and Market-based client delivery teams. Your work will include both managing the front and back office operations for Next Street’s Boston office as well as supporting an array of firm-level (cross-office) corporate activities. As a small firm, we offer significant opportunity to stretch and are seeking candidates with an entrepreneurial drive, a collaborative spirit, and an appetite to contribute in building the firm. The Office Administrator role will report to our Boston Partner / Market Lead, with additional oversight and guidance on firm-wide activities from our Director of Internal Operations.

Your work:

Approximately 50% of the Office Administrator’s time will be spent managing the full set of front and back office market operations for Next Street’s Boston office. Example activities include:

  • Manage the front reception area to ensure effective and professional communications both internally and externally, including answering calls, greeting guests, and processing mail / shipping
  • Responsible for day-to-day facilities operations, including issuance of building access keys / security codes, coordination of staff equipment / IT needs or issues, and building / office / equipment maintenance requests
  • Maintain relationships with office vendors and track / coordinate all purchasing needs (groceries, office supplies, office equipment, business cards, etc.)
  • Support office leadership team with overall scheduling and meeting coordination, travel arrangements, and expense reporting management
  • Provide additional administrative support for office business development and client delivery teams across a range of needs, such as database management, interview scheduling, meeting notes, and/or materials preparation
  • Support other special project initiatives as needed

The remaining ~50% of the Office Administrator’s time will then be dedicated to supporting a range of cross-office firm infrastructure and corporate activities. Example activities include:

  • Support administrative Human Resources needs, including onboarding of new staff, maintaining firm directories, benefits administration, managing personnel files, and supporting the semi-annual staff performance management process
  • Oversee the use of the firm’s recruiting systems / databases and support market leadership teams in coordinating candidate flow
  • Manage firm-wide vendor relationships and service needs such as IT service / infrastructure providers, software tools and subscriptions, etc.
  • Assist the Accounting Manager with basic processing / reconciling of month-end reports (e.g., credit card statements) and other data entry or record maintenance activities (e.g., client contract tracking)
  • Assist the Corporate team in developing and standardizing firm processes / procedures
  • Support other special project initiatives as needed

We are looking for someone with:

  • At least 2 years of experience in an administrative / office management role
  • Proficiency working with Microsoft Office, including advanced skills in Word / PowerPoint and intermediate level of skill with Excel including basic formulas and data manipulation
  • Knowledge of and prior experience with vendor management, basic HR administration, and providing support to senior professionals is preferred
  • Ability and appetite to learn new systems and processes quickly
  • Ability to follow instructions, work independently, and use discretion when faced with decision making
  • Outstanding organizational skills, including exceptional accuracy and attention to detail and an ability to stay focused, efficient, and effective in managing multiple priorities
  • Excellent planning, prioritization, and note taking skills
  • Excellent written and oral communication skills, including strong grammatical, proofreading, and typing abilities
  • Excellent interpersonal skills, including a pleasant positive demeanor and a proactive approach
  • Mature and energetic with a can-do attitude

Next Street is an equal opportunity employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity and expression, age, disability, or Vietnam era, or other eligible veteran status, or any other protected factor.

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