Administrative Assistant

3 weeks ago

Chelsea, United States Vaco Full time
Vaco Boston has partnered with our client to fill an Administrative Assistant position.

Primary Responsibilities:
  • Administrative support, including coverage of phone lines, expense reimbursement, calendar management, meeting preparation, making copies, etc.
  • Coordinate internal and external meeting logistics including Outlook meeting requests, conference room booking, security clearance, agenda preparation and collating/distribution of materials, food & beverage coordination
  • Maintain and manage client, prospect and consultant contact information, mailing lists and related initiatives and mass mailings using CRM system
  • Assist with preparation and delivery of monthly, quarterly and ad-hoc client reporting deliverables using internal systems and processes
  • Manage conference registration, invoice management/check request and charitable/sponsorship process including expenditure tracking for all department initiatives
  • Oversee department calendar including scheduling of quarterly product reviews and other regular department and team meetings including involvement in semi-annual Sales Meetings
  • Maintain department electronic and hard files
  • Other tasks, as needed
Job Requirements:
  • Bachelor's Degree preferred with 1-2 years of experience
  • Strong interpersonal and communication skills both oral and written
  • Highly dependable, strong client service orientation, commitment to excellence
  • Ability to handle multiple tasks and prioritize effectively in a fast paced environment
  • Attention to detail and proficiency with Microsoft Outlook, Excel, Word, PowerPoint
  • Strong work ethic and positive attitude
  • Ability to use good business judgment and maintain confidentiality

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