Administrative Assistant

We are seeking a Administrative Assistant to join the Boston office. The individual will work a hybrid work schedule (i.e., partly in-office, partly from home).

As a Administrative Assistant, you are a vital team member of the office providing administrative and client project support. Administrative Assistant collaborates effectively with many colleagues and clients and plays a critical role in producing timely, high quality, error free client deliverables, and internal administrative support.

Key responsibilities include but may not be limited to:

• Preparing comprehensive, high-quality, error-free, and visually presentable documents (letters, memorandums, proposals, minutes, and other correspondence), as well as proofreading and editing.
• Preparing reports and other confidential and non-confidential correspondence as requested for supervisory review; producing and distributing information and correspondence to unit/department members, vendors, clients, and prospects as directed.
• Reviewing reports and other materials to ensure the final product is free from spelling, grammar, formatting, or style errors.
• Providing onsite office support, including answering phones, assisting with filing, covering for absentees, managing the reception desk, greeting onsite guests, and producing client deliverables.
• Scheduling internal and external meetings; providing logistical assistance, including making travel arrangements using company tools or agents, conducting internet research on fares and schedules, coordinating with vendors and suppliers, and arranging meeting spaces and catering.
• Managing the billing system, coordinating the pre-bill process, drafting billing letters, and ensuring delivery to clients.
• Assisting with research and data entry of client information, performing administrative responsibilities for local staff, maintaining databases, researching and gathering information, and supporting internal and external applications as needed.
• Contributing to the development of peer staff members by providing technical coaching or mentoring to newer administrative staff when requested, and performing peer reviews of work completed by other administrative assistants.
• Documenting and updating own work processes to guide others during incumbent absences.
• Recognizing and appropriately handling sensitive situations involving critical, confidential matters, exercising good judgment in escalating such matters, and demonstrating independent thinking by proactively contributing to task and objective completion under minimal supervision, while addressing priority conflicts if necessary.

Requirements:

• The candidate for this position requires a high school diploma - an undergraduate degree or some college experience is preferred plus 5+ years providing executive level administrative assistance required
• Ability to function independently and to work effectively in a fast-paced environment, juggle multiple competing interests at once under minimal supervision,prioritize projects and deliverables, anticipate and overcome barriers to completing projects and meeting other agreed upon deliverables in a high quality and on-time manner
• Ability to handle sensitive/confidential materials and situations
• Ability to coordinate meetings, training workshops, conference calls and web casts, and other client events (may include travel on occasion to assist at meetings)
• Must demonstrate effective communication skills (listening, written, verbal), and
• The qualifying candidate must be dependable and demonstrate punctuality and good attendance.
• This position requires critical and analytical, sometimes creative, thinking technical and proficiency with all Microsoft Office 365 programs (e.g., Word, Outlook, Excel, PowerPoint,). Expert in Word and PowerPoint preferred. Willingness to learn new software and technology as needed. In addition, candidate must also have the ability to use and navigate the Internet for research purposes and have experience working with database and project management applications.

Join Segal:

If your qualifications align closely with what we've described, we encourage you to apply. Your unique background and skills matter because…