Administrative Assistant

A company in the Boston area is looking for an Administrative Assistant to join their team on a temporary basis. This role will be responsible for a variety of administrative tasks such as calendar and travel management, expense reporting, preparing agendas, organizing digital files, and project management tasks. The ideal candidate will have excellent communication and organizational skills, maintain confidentiality, and handle all responsibilities with discretion and professionalism.

• Answer all calls to main office number in a pleasant and professional manner: answer general questions, redirect calls, take messages, and forward to appropriate staff members.
• Maintain appearance of the lobby/waiting area and catering kitchen.
• Coordinate and distribute incoming mails, packages, and deliveries.
• Maintain and update the company Phone Directory.
• Train Administrative Assistants to manage front desk and phones in absence of Receptionist.
• Provide administrative support to the Office Manager, including, but not limited to, interfacing with vendors, coordinating office upkeep, and signage.
• Prepare and manage payment requests for vendor invoices, including accounting for multiple organizational units.
• Assist with business card ordering and approvals for all US offices.
• Assist with event planning as needed.
• Provide support on special projects for the Office Manager.
• Support several company departments requiring assistance with special projects on an as-needed basis.

• Bachelor’s degree or an equivalent combination of education, training and experience.
• Strong customer service skills: courteous, professional, articulate and outgoing.
• Ability to set priorities, handle multiple tasks simultaneously, and work independently with minimal supervision.
• Ability to handle sensitive and/or confidential information appropriately.
• Demonstrated ability to excel in support functions for an administrative department.
• Exposure to accounting procedures, particularly vendor payment processing.
• Must possess excellent organizational skills and attention to detail.
• Proficient with all Microsoft Office applications.
• Excellent written and verbal communication skills.
• Capacity to learn quickly, take initiative, and manage workflow while ensuring accuracy.

We are an Equal Opportunity Employer and consider qualified applicants for employment regardless of race, gender, gender identity, gender expression, age, color, religion, disability, veteran status, sexual orientation, or any other protected factor.