Directory Assistant

1 month ago

Boston, United States Creative Circle Full time

Our global software client is looking for a Directory Assistant to help their team on this long-term freelance assignment. This role is onsite in Boston, MA.


The Directory Assistant will be responsible for:

- Maintain professional appearance of building lobby and reception area.

- Ensure meeting rooms serviced appropriately prior to meetings/events and assist with large events set up, room reservation, planning, and execution.

- Coordinate with build space manager and ensure liability waivers are signed and recorded before entering the Tech center.

- Receive/ distribute mail and perform shipping functions for facility.

- Function as a liaison between event coordinators, customers, vendors, and visitors.

- Support, manage visitor tours and function as an ambassador to event coordinators.

- Create new access badges (all types) and assist visitors for meetings.

- Ability to demonstrate excitement and pride to be part of the Autodesk team.

- Professionally manages all phone calls and routes callers and answers questions in a timely and courteous manner.

- Manage card key access and/or photo ID system for building and grant access to employees.

- Maintains security requirements by ensuring visitors and contractors sign visitor log and by distributing guest badges.

- Alerts Security or Facilities staff of any disturbances or potentially issues.

- May function as point of contact in case of an emergency or disaster, coordinating with Facilities staff.

- Coordinate taxi service, van service or contracted bus service for large meeting and events.

- Assist with events for company within the Conference Business Center and executive conference room which include room reservation, meeting preparations, and planning.

- Uses company intranet to look up employees contact information.

- Communicate with employees on site-specific issues.

- Generate purchase orders using Ariba and manage expense in concur.

- Distributes all outbound mail in time for daily departure by courier or USPS. Manages international shipping function and becomes familiar with relevant shipping rules and regulations.

- Manages conference room bookings, loaner equipment (remote controls, adaptors, headphones, etc.) distribution.

- Responsible for corporate transportation program which includes shuttles, Building parking, Garage Parking, and taxi service.


The ideal Directory Assistant should possess the following:

- Minimum high school diploma or GED

- Ability to Multi-task

- 1-3 years of Concierge/Front desk reception experience

- Energetic and detailed-oriented

- Basic computer knowledge, i.e., MS Word, Excel, SharePoint a Plus

- Customer Service experience

- Highly organized and ability to troubleshoot

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