Administrative Assistant

Overview

Join our client as an Executive/Administrative Assistant, where you’ll provide independent, high-level administrative support to the President/CEO, COO, and policy staff. In a fast-paced, small-office environment, your organization, professionalism, and attention to detail will keep the corporate office running smoothly—ensuring accurate recordkeeping, polished communication, and efficient day-to-day operations on behalf of executive leadership.

$68,000 - $70,000

• Deliver comprehensive administrative support for executive leadership and policy staff
• Draft, proofread, and prepare executive correspondence, records, reports, and documents
• Coordinate daily mail processing, distribution, and office-related communication flow
• Serve as primary receptionist—greeting visitors and directing inquiries professionally
• Maintain secure, well-organized digital and physical filing systems and records
• Digitize, organize, and manage inventory for off-site stored documents
• Support document retention practices and keep retention processes current
• Monitor office supply needs, coordinate equipment maintenance, and keep essentials stocked
• Assist with scheduling and administration for staff, Board, and committee meetings
• Prepare and maintain Board/committee meeting minutes and supporting records
• Help plan and execute special and annual member meetings, including required administrative and regulatory tasks
• Schedule travel, meetings, and appointments for executives
• Prepare agendas and documentation; ensure minutes are recorded and distributed
• Maintain petty cash and support expense tracking processes
• Respond to member requests for marketing materials and coordinate distribution
• Retrieve information from records/minutes and produce summaries as needed
• Attend off-site meetings and conferences as required across Greater Boston/New England
• Perform additional administrative duties as assigned

• Associate Degree or completion of business/secretarial school
• Minimum 5 years of senior-level administrative support experience
• Excellent verbal and written communication skills
• Strong interpersonal skills with a professional, diplomatic approach
• Advanced proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and Power Point
• Strong organizational skills and exceptional attention to detail
• Ability to work independently and manage multiple priorities in a fast-paced environment
• Demonstrated knowledge of clerical procedures, recordkeeping, and office systems
• Ability to type at least 60–70 words per minute
• Proficiency with Windows operating systems
• Familiarity with accounting software
• Experience using web conferencing platforms (e.g., Webex, Zoom)
• Reliable transportation for required off-site meetings
• Knowledge of insurance, credit unions, or financial institutions (preferred)
• Paralegal experience (preferred, not required)
• Ability to lift up to 25 pounds

The Hollister Group is an equal opportunity employer. We welcome and encourage applications from people who are under-represented in their respective occupation or position.