Administrative Assistant

VHB is seeking a full-time, in-person Administrative Assistant to staff the front desk and support our Boston office, a busy, collaborative office with a high volume of in-person activity and visitors. As the first point of contact for colleagues and visitors, you will help keep the office welcoming, organized, and running efficiently and professionally.

• In office Monday–Friday, 8:00 am–5:00 pm, with the possibility of overtime and occasional after-hours assistance for events. Overtime and after-hours work are coordinated in advance.
• Professional attire at the level of "business casual" or higher, consistent with VHB dress code policies.
• Able to lift 20 lbs.

• Serve as the first point of contact, greeting guests in a professional, friendly, and hospitable manner in a high-traffic office environment.
• Manage building security and visitor access.
• Answer phone calls and respond to emails promptly and professionally.

• Lead overall office organization, working closely with the Boston Office Manager and VHB Facilities team to identify improvement and maintenance needs.
• Keep common areas clean, tidy, organized, and presentable.
• Maintain the café/kitchen area, including light surface cleaning, dishwashing, and refrigerator organization.
• Order and maintain office supplies and inventory so the office is fully stocked.
• Track all purchases, retain receipts, and reconcile payment activity promptly and accurately.

• Work proactively with meeting hosts to arrange meeting needs, including materials and lunch when required.
• Set up conference rooms and work with local IT representatives on audio and video connections for presentations and virtual meetings.
• Provide occasional after-hours support for office events.

• Maintain the Boston office calendar and support the publication of a regular office newsletter that promotes in‑office events and activities.
• Help build connection and engagement among Boston staff by coordinating and promoting office events.

• Prepare documents, including office correspondence and presentations.
• File, scan, copy, and organize mailings.
• Sort and deliver daily mail and ship packages.
• Learn and, over time, support project administration tasks such as contract documents and invoices, with training provided.

• Assist the Health and Safety Team in delivering on office‑specific needs.
• Support office initiatives as needed and requested.

• Ability to anticipate the needs of the office and act accordingly
• Strong organizational skills and attention to detail
• Excellent time management and the flexibility to multitask and prioritize in a fast‑paced environment with firm deadlines
• Ability to stay composed and organized while managing a steady flow of visitors, requests, and interruptions
• Positive composure, good judgment, and strong problem‑solving and decision‑making skills
• Articulate phone demeanor, a strong customer service orientation, and solid interpersonal skills
• Excellent verbal and written communication skills, including correct grammar and punctuation
• Strong written communication skills for internal communications such as newsletters and event announcements
• Strong focus and the ability to understand, respond to, and retain information, supporting effective collaboration with colleagues and clients
• Integrity, sound judgment, and strong attention to detail in handling company funds and monitoring card activity
• Self‑motivation and the ability to think proactively and work independently without direction, which is essential to this role, along with the ability to accept…