Office Manager/Executive Assistant

For over 30 years, Alder has been a trusted guide for more than 5,000 families across Greater Boston, helping them navigate the aging journey with compassion, clarity, and expert care. Our life care managers are seasoned social workers and nurses, providing both strategic direction and hands-on support, from coordinating medical care and assessing home safety to attending appointments and facilitating meaningful family conversations.

Deeply rooted in the community, we leverage a broad professional network to connect families with trusted resources and foster collaboration across disciplines. Whether offering occasional consultations or urgent crisis support, we tailor our involvement to meet each individual’s unique needs. At the heart of our work is a simple goal: to help families approach the practical and emotional aspects of aging with confidence.

The Role

As Alder grows, we’re looking for a proactive Office Manager / Executive Assistant to take the reins of our Newton hub. This isn't just about keeping the office running; it’s about being the right-hand partner to our Market President. You’ll be the operational engine of the office, handling everything from daily logistics to executive-level coordination. Your goal is to own the office environment and streamline the Market President’s workflow, ensuring our team is set up for success every single day. This role requires a consistent on-site presence Monday to Friday from 9:00 AM to 5:00 PM.

Key Responsibilities

Office & Facilities Management

• Oversee daily operations of the Newton office
• Serve as the primary contact for building management and vendors
• Manage office supplies, equipment, and inventory
• Coordinate maintenance, repairs, and service appointments
• Maintain a professional, organized, and welcoming environment
• Client Intake & Front Desk Support
• Serve as the first point of contact for incoming phone calls
• Answer and triage calls from prospective clients, families, and partners with professionalism and empathy
• Provide clear, high-level information about Alder’s services
• Route inquiries and connect callers with the Intake team
• Capture and relay key information to support a smooth intake process
• Create a strong first impression for callers and visitors

Executive Support to Market President

• Manage calendar, scheduling, and prioritization of commitments
• Coordinate meetings, including agendas and materials
• Track action items and ensure timely follow-up
• Prepare materials for leadership meetings and presentations
• Support email and communication management as needed
• Help prioritize and organize work to maximize effectiveness
• Strategic & Operational Support
• Support key initiatives by coordinating timelines, stakeholders, and deliverables
• Help drive execution on local priorities and cross-functional projects
• Prepare meeting notes, summaries, and follow-ups
• Identify opportunities to improve processes and efficiency
• Act as a connector across local leadership, care teams, and central functions

Administrative & Team Support

• Provide administrative and logistical support to care managers and local leadership
• Coordinate scheduling for in-office meetings
• Support invoice tracking, vendor coordination, and expense submissions
• Manage mail, documents, and shared office resources
• Meetings, Events & Employee Experience
• Coordinate meetings such as lunch and learns and All Hands
• Prepare meeting spaces and support client-facing events
• Partner with People & Culture on interview logistics and company events
• Support team engagement initiatives and office-based celebrations
• Contribute to a positive, well-run in-office experience

Qualifications

• 3+ years of experience in office management, executive assistance, or a similar role
• Strong organizational skills and attention to detail
• Ability to manage multiple priorities and shifting demands
• Excellent written and verbal communication skills
• High level of discretion and judgment
• Proactive, resourceful, and solutions-oriented
• Ability to anticipate needs and take initiative
• Experience supporting senior leaders is preferred
• Experience in a client-facing, healthcare, or professional services environment is a plus
• Proficiency with tools such as Google Workspace, Slack, and scheduling platforms

Why Work at Alder?

At Alder, we value our team as our greatest asset. We offer a supportive, mission-driven work environment where your contributions make a meaningful impact every day.

Our comprehensive benefits and employee perks include:

• Competitive compensation
• Health, dental, and vision insurance
• Professional development support and continuing education reimbursement
• A collaborative, inclusive culture focused on employee well-being and growth

Join us in making a positive difference in the lives of older adults by fostering engagement, connection, and support within the community!

In accordance with the Massachusetts Pay Transparency Act, the expected pay range for this position is $55,000 - $70,000 annually. Actual compensation may vary based on factors such as licensure, years of experience, and other relevant qualifications.