Administrative Assistant – Boston, MA (Hybrid)
We are currently seeking candidates for an Administrative Assistant opportunity at a highly successful Investment Management firm located in Boston, MA. The Administrative Assistant will provide comprehensive administrative support to 2-3 senior leaders. Core responsibilities include managing complex calendars, travel arrangements (domestic/international), meeting preparation and coordination, internal/external correspondence, vendor relations, and expense reporting.
This is a 6+ month contract-to-hire opportunity paying between $30-34/hour (depending on experience). This role supports a hybrid work model (onsite 3 days/week and remote 2 days/week).
Responsibilities:
- Provide comprehensive administrative support for 2-3 senior leaders, leveraging a proactive, detail-oriented, and solutions-oriented approach to day-to-day operations.
- Perform complex calendar management and scheduling via Microsoft Outlook.
- Oversee travel arrangements and travel itineraries for domestic and international travel
- Handle meeting coordination and preparation, ensuring seamless logistical coordination and meeting execution.
- Prepare and deliver reporting, meeting materials, and project status updates while ensuring timeliness and accuracy.
- Manage internal and external correspondence.
- Assist with new-hire onboarding processes, including communicating with IT to order/request new-hire equipment.
- Manage vendor relationships and vendor communication related to daily activities, event coordination, and meeting logistics (including catering).
- Assist with event planning and work collaboratively with internal/external partners to deliver seamless coordination and execution.
- Perform expense reporting.
- Provide additional support as needed.
Qualifications:
- Bachelor’s degree (required).
- 3-5+ years of experience in an administrative assistant, executive assistant, or related administrative support role.
- Previous experience in investment management, financial services, or a similar industry preferred.
- Proven record of success in managing complex calendars and scheduling using Microsoft Outlook.
- Strong experience coordinating travel arrangements (domestic and international).
- Proficiency in Microsoft Office Suite: Word, PowerPoint, Excel, and Outlook.
- Demonstrated ability to manage competing priorities and deadlines while adapting to evolving needs.
- Proactive, detail-oriented, and solutions-oriented approach.
- Excellent communication (written and verbal) and interpersonal skills.
- Record of success overseeing project timelines and deliverables while ensuring clear communication throughout project processes.
For immediate consideration, interested and qualified candidates should send their resume to Jenny at [email protected].
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