Administrative Assistant

About the Role

Join a leading global financial institution as an Administrative Assistant and advance your career. This contract position is based in Boston, MA, requiring a minimum of 4 days per week in the office. The role involves providing comprehensive administrative support to multiple professionals, managing daily operations, and contributing to team initiatives.

Responsibilities

• Manage daily administrative tasks, including coordinating travel arrangements, processing expense reports, and organizing team meetings with agendas, notes, and follow-ups.
• Oversee all travel logistics, such as booking flights, accommodations, and transportation, and preparing detailed itineraries, including support for international travel.
• Maintain Outlook calendars by scheduling meetings, resolving conflicts, booking conference rooms, and assisting with video conferencing setups and necessary materials.
• Ensure timely submission of expense reports, actively following up on any discrepancies or missing documentation to maintain accurate records.
• Undertake various administrative duties, including report distribution, managing contact lists, submitting IT requests, preparing documents, ordering office supplies, managing mail, and welcoming visitors.
• Contribute to internal projects by assisting in the creation of professional documents and presentations.
• Facilitate the onboarding and off-boarding processes for team members.
• Process invoices and generate funding requests through internal company systems.
• Assist in organizing client gifts, making restaurant reservations, and coordinating team events to foster relationships and company culture.
• Provide support for ad-hoc projects and offer backup assistance to other administrative staff as needed.
• Perform other duties as assigned to meet business requirements.

Requirements

• A Bachelor's Degree, Associate's Degree, or equivalent practical experience is required.
• Previous experience in an administrative or coordinator role is preferred.
• Experience within the investment management industry is advantageous but not mandatory.
• Must be adept at managing calendars, coordinating travel, and supporting multiple professionals simultaneously.
• Possess strong organizational skills, meticulous attention to detail, effective prioritization abilities, and a reliable approach to follow-through.
• Exhibit excellent written, verbal, and interpersonal communication skills.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook is essential; a desire to enhance presentation and document creation skills is a plus.
• Familiarity with Concur, SharePoint, and Ariba is beneficial, though training will be provided.
• A flexible mindset and a readiness to undertake new responsibilities are crucial.

Perks

• Opportunity to build a career within a global financial institution.
• Gain experience in the investment management industry.
• Training provided for specific software like Concur, SharePoint, and Ariba.

Additional Information

This is a contract position requiring a minimum of 4 days per week in the office. The role is hybrid, based in Boston, MA.