Administrative Assistant

Role Overview

This is a temporary contract assignment with a strong possibility of becoming a permanent role. The position is based on-site at 290 Congress St, Boston, MA 02210, with in-office attendance required four days each week. In this role, you will work closely with senior leadership to keep priorities on track, ensure communication flows smoothly, and handle logistics with professionalism. You will act as an important coordination point across teams and time zones, helping the business run efficiently.

Key Responsibilities

• Act as the main administrative support contact for executive leaders, delivering proactive and responsive assistance.
• Handle demanding calendars and meeting arrangements, reserve conference rooms, and prepare agendas, materials, and presentations to support decisions.
• Arrange domestic and international travel, process expenses and invoices, and follow up to confirm tasks are completed accurately and on schedule.
• Work with colleagues across global locations while maintaining professionalism, confidentiality, and a strong service-oriented approach.

Required Background

• At least 5 years of administrative experience supporting senior or executive-level leadership.
• Advanced working knowledge of Microsoft 365 tools, including Word, Excel, PowerPoint, Outlook, and Teams.
• Ability to juggle multiple priorities, switch quickly between tasks, and independently organize work for more than one stakeholder.
• Good judgment and discretion when dealing with sensitive or confidential information, along with the ability to anticipate needs and identify potential issues early.
• Experience arranging complex travel plans, including multi-leg itineraries, time zone coordination, and last-minute changes.
• Comfort in a fast-moving environment and the ability to remain composed, practical, and solution-focused under pressure.
• Strong interpersonal skills and a professional approach when collaborating with different teams, roles, and locations.
• Excellent written and spoken communication skills.
• Very strong attention to detail, with an emphasis on accuracy, follow-through, and improving processes over time.

Preferred Qualifications

A bachelor’s degree or associate degree is preferred, though equivalent experience may also be considered. Prior exposure to administrative systems such as Ariba Buyer, Axiom, or Concur is an advantage.

Why This Role Stands Out

• Visible partnership with executive leadership and the chance to make a meaningful impact on everyday business operations.
• Diverse responsibilities spanning scheduling, communications, events, and operational coordination.
• Frequent collaboration with colleagues across international locations and time zones.
• Opportunity to create scalable processes and become a trusted day-to-day resource.

Equal Opportunity Statement

The employer is committed to equal opportunity in hiring and does not discriminate on the basis of minority status, gender, disability, religion, LGBTQI status, age, or veteran status.