Job Description

Role: Operations/Administrative Assistant (Boston-based)

Location: Boston, MA (remote with occasional on-site needs)

Type: Part-time to start with Full-time opportunity

Industry: Hospitality

About Us

We provide housing solutions across Boston to various travelers and use our housing to assist medical patients and families traveling for healthcare. Our mission is to help the community by providing high-quality accommodation and making medical travel more affordable and accessible. We’re growing and looking for someone who not only thrives in operations but also cares deeply about hospitality and impact.

This role begins as an Ops/Admin Coordinator, but is designed to grow into an Operations Manager for the right individual. We don't expect you to be master at every area listed below but what matters most is your initiative, resourcefulness, and commitment to becoming hyper-proficient at the responsibilities below and and acting as an integral piece to our mission.

Expectation

This role requires someone who can thrive in the dynamic, fast-paced environment of hospitality balancing operational precision with empathy and adaptability to meet the diverse and evolving needs of our guests and partners.

Responsibilities

Executive & Admin Support

• Manage calendars, scheduling, and travel logistics
• Track deadlines (lease renewals, registrations, utilities, payments)
• Ensure utilities, accounts, and vendor invoices are paid on time
• Prepare weekly reports and dashboards for review

Operations & Compliance

• Maintain property trackers: occupancy, ADR, RevPAR, revenue snapshots
• Build and document internal SOPs to streamline workflows
• Manage relationships and maintain accurate record-keeping with regulators to maintains compliance
• Coordinate with service providers (cleaners, maintenance, IT, contractors)
• Support onboarding and communication for new accommodations serving medical patients

Escalations & Problem-Solving

• Act as first point of contact for issues beyond virtual assistants' scope
• Handle maintenance emergencies, utility shutoffs, and urgent guest needs
• Manage room switches, replacement of missing items, and other escalated requests
• Ensure all escalations are resolved quickly and with care, especially for medical patients relying on us during critical times

Partnerships & Communication

• Manage relationships with our nonprofit partners and create tracking system around our impact
• Communicate clearly with landlords, contractors, and business partners
• Create polished materials in Canva/graphics tools for marketing and internal use

Data & Analysis

• Build and maintain Excel/Google Sheets dashboards for unit performance (occupancy, ADR, RevPAR, cleaning costs, etc.)
• Compile financial and operational data into clean reports for decision-making
• Perform light data analysis to identify trends and flag opportunities/issues

Personal Support (as needed)

• Book personal travel and appointments to protect executive focus
• Manage personal subscriptions, errands, and scheduling

Qualifications

• Someone who may not know everything on day one, but is driven to figure it out, learn quickly, and take ownership
• Has to have a k
• Highly organized, detail-oriented, critical-thinker and calm under pressure
• Tech-savvy: GSuite, Excel/Sheets (comfortable with formulas, charts, and light analysis), project management tools, Canva/graphics
• Strong written and verbal communication skills
• Discreet and comfortable handling sensitive business and financial information
• Self-starter with a proactive, problem-solving mindset
• Boston-based with flexibility to be on-site when needed

Why Join Us

• Part-time → Full-time growth
• Clear growth path into Operations Manager
• Opportunity to directly support our mission: housing medical patients and families, helping the community, and reducing the cost of healthcare travel
• Remote-first flexibility with on-site opportunities in Boston

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