Administrative Assistant in Waltham, MA with Greene Resources

Date Posted: 4/2/2021

Job Snapshot

Job Description


Job Number: 40763


Administrative Assistant


Job Description:

Our client, a global research organization, is looking to add an Administrative Assistant to their Waltham, MA office. This role will provide administrative and basic technical support to Management and Research staff. The position requires excellent interpersonal, written and oral communication skills and the ability to establish effective working relationships with directors, managers, and co-workers.


Responsibilities:


  • Provide administrative support for a large office of at least 70 Staff and Managers.

  • Word processing, scheduling travel, completing, and submitting expense reports, reporting project time, as well as additional basic administrative duties: sign for and send FedEx packages, post and distribute mail, setting up video conferences, faxing, copying, ordering business cards, processing consulting agreements, maintaining supply closet, submitting purchase orders and invoices.

  • Coordinate meetings, including scheduling meetings in MS Outlook, creating, and distributing meeting and presentation materials, initiating meeting connections prior to start, and arranging catering when needed

  • Maintain and create electronic filing systems and maintaining various databases

  • Assist with recruiting by coordinating interview schedules, making travel arrangements, scheduling lunches and dinners, and ensuring compliance of the company's and the unit's recruiting guidelines

  • Be the liaison for the research staff by working directly with the offices of Accounting, Purchasing, Human Resources and the Office of Research Contracts

  • Assist with the onboarding of new staff by providing unit level orientations and training staff on using the company's systems.

  • Take meeting minutes, when needed.

  • Assist Office Manager with various tasks (e.g., liaison with landlord to submit tickets for office repairs (e.g., HVAC, lights, etc.)


Education Requirements:


  • HS Diploma required, bachelor's degree preferred.


Desired Background/Skills:


  • Attention to detail and accuracy

  • Strong and demonstrated organizational skills

  • Ability to proactively compile, organize and deliver materials needed for all meetings

  • Strong communication skills

  • Tactfully communicate with various levels of the organization to provide or request information

  • Ability to multi-task

  • Proactive and responsive

  • Strong note taking/writing skills

  • Maintain strict confidentiality


Qualifications:


  • A minimum of five years in an administrative or customer service field

  • Proficiency with standard office processes, policies and procedures

  • Ability to anticipate the work and work flow on agreed upon tasks (will the conference room accommodate the number of people attending, are accommodations needed for remote attendees, will food be needed, car rentals, hotel bookings, etc.)

  • Strong MS office skills

  • Must be legally authorized to work in the United States and not require sponsorship now or in the future.


Other Information:




    We are committed to creating a diverse environment and are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

    This client is a U.S. government contractor with specific controlled-access facilities that must register non-U.S. Persons; therefore, all visitors to those facilities must declare their nationality and citizenship upon arrival at, and before entering. Depending on the work location, candidates selected to interview may be required to complete 'Government Contractor Controlled-Access Facility Questionnaire' before visiting the client facility.