Sr. Administrative Assistant

Boston, MA

We are seeking a highly organized and detail-oriented Administrative Assistant to provide direct support to the Deputy Chief Safety Officer, Chief of Safety Management Systems, and other Safety Division leadership. The ideal candidate will assist with administrative coordination, document management, meeting scheduling, and safety training event support while ensuring efficient day-to-day operations of the Safety Management team.

• Provide administrative support to Safety Division leadership and designated staff.
• Assist with preparing and finalizing presentations, reports, and documentation using Microsoft PowerPoint, Microsoft Word, and other office tools.
• Coordinate printing services, document distribution, and electronic signatures using Docu Sign.
• Draft agendas, correspondence, and meeting documentation.
• Schedule internal and external meetings using Microsoft Outlook and Microsoft Teams, and maintain departmental calendars.
• Produce and distribute meeting minutes, memos, and communications.
• Support safety training sessions and events by:
  • Sending invitations and notifications
  • Responding to questions and participant follow-ups
  • Scheduling meeting rooms and event spaces
  • Ordering food, materials, and supplies
  • Preparing training materials and assisting with event coordination
• Assist with document management system updates, including file naming standards, archiving, and migration to approved templates.
• Coordinate office supply inventory, ordering, and equipment delivery.
• Assist with requisitions, invoice processing, and receiving documentation.
• Serve as the main point of contact for greeting visitors and directing inquiries.
• Complete special projects and administrative assignments as requested by leadership.

• Experience scheduling meetings and managing calendars using Microsoft Outlook and Microsoft Teams.
• Strong written and verbal communication skills.
• Excellent attention to detail and organizational abilities.
• Strong problem-solving and planning skills.
• Advanced proficiency in Microsoft Excel for data tracking, analysis, and reporting.
• Proficiency with Microsoft Word, Microsoft PowerPoint, Microsoft Access, and project management tools.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.

• Previous experience supporting senior leadership or executive teams.
• Experience coordinating training programs, workshops, or corporate events.
• Familiarity with document management systems and digital workflow tools.