Job Posting

Administrative Assistant II Contract — 18 months

  • Location: Cambridge, MA
  • Type: Temporary
  • Job #4957

Start: 10/14/2019
End: 04/14/2021

Job Title:

Administrative Assistant II

Duties:

The team is looking for a pro-active, experienced Administrative Assistant to provide administrative support in IT.  We are looking for someone who embraces technology and is comfortable piloting new software, applications, and technical equipment.  The ideal candidate will perform both administrative tasks as well small project-based work.

Job Description

  • Provide general administrative and operational support to a Director and his team
  • Coordinate complex calendar management
  • Coordinate high-level local and global internal meetings, onsite and offsite, within a budget
  • Assist in scheduling video conferences for multipoint domestic and international meetings
  • Attend meetings including organizing and taking meeting minutes for, distributing them in a timely manner, and keeping action items updated
  • Inform, advise and support the team and associates on processes, guidelines and services that are specific to the department; act as information source on organizational policies and procedures, as appropriate
  • Interact with internal and external sources, often at the upper-management level
  • Responsibilities will include operations processes that ensure the office environment is in good working order such as submitting work orders, ordering office supplies and ensuring conference rooms are organized and have necessary supplies
  • Coordinate domestic/international travel, when necessary
  • Prepare expense reports on a timely basis with exceptional quality, when necessary
  • Support optimization of current processes and/or introduction of new or modified processes
  • Work on a team of other Administrative Assistants for both day-to-day operations as well as acting as a backup

Skills and Ideal Background and Capabilities:

  • 3-5 years' experience in an administrative role
  • Proficiency with Microsoft Word, Excel, PowerPoint and Outlook required; SharePoint a plus
  • Have sound judgment, be well organized and have a strong emphasis on attention to detail
  • Must be highly collaborative and flexible working in a team-oriented culture
  • Must be able to handle several requests in parallel and follow through on expectations, with minimal supervision
  • Be self-motivated and proactive in anticipating needs and thinking beyond the guidelines provided
  • Have global experience (knowledge of time-zones and multiple sites)
  • Accuracy and adherence to deadlines is essential
  • Ability to exercise independent discretion and judgment to solve complex problems
  • Ability to exercise discretion and judgment regarding confidential situations
  • Able to work as an effective and engaged team member
  • Excellent communication skills, both written and spoken
  • Event planning experience a plus

KEY WORDS

ADMINISTRATIVE ASSISTANT
EXCELLENT COMMUNICATION SKILLS
MANAGEMENT LEVEL
OFFICE SUPPLIES
OPERATIONS 
Additional Skills:
ORDERING
OUTLOOK
POWERPOINT
ADMINISTRATIVE SUPPORT
ADMINISTRATIVE TASKS
BUDGET
CLERICAL
EVENT PLANNING
EXCEL
GENERAL ADMINISTRATIVE
MICROSOFT EXCEL
MICROSOFT OUTLOOK
MICROSOFT POWERPOINT
MICROSOFT SHAREPOINT
MICROSOFT WORD
OPERATIONAL SUPPORT
OPTIMIZATION
SCHEDULING
SELF MOTIVATED
SHAREPOINT
WORD 

Location:
Cambridge, MA

Schedule:
Start Date: 10/14/2019
Estimated End Date: 04/14/2021
Hours Per Week: 37.50
Hours Per Day: 7.50

 

 

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