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Administrative Assistant

2 months ago

Boston, United States Beacon Hill Full time

Our client, a financial services company located in Boston, is seeking an Administrative Assistant. This is a temporary opportunity and can compensate up to $30/hr. depending on experience. Qualified candidates are encouraged to apply today for immediate consideration

Responsibilities:

  • Must be highly organized and efficient
  • Must have a solution-oriented mindset and be a proactive problem-solver
  • Have the ability to work independently and proactively on requests
  • Demonstrates flexibility to maneuver through multiple deliverables with varying deadlines in a fast-paced environment
  • Maintain the highest standards of poise and professionalism when interacting with clients, guests, and vendors
  • Independent worker and works well on a team
  • Knowledge of MS Word, Excel, and Outlook. Salesforce is a plus but not required
  • Superior written and oral communication skills
  • Professional and positive attitude
  • Ability to handle highly confidential information
  • Ability to work in an office location full-time
  • Experience working in a financial services firm and understanding of financial language is a must

Qualifications:

  • Answer multi-line phone for the main office line, transferring and taking messages as needed
  • Greet and direct all guests in a professional manner
  • Maintain presentable reception, conference rooms, and kitchen areas
  • Organize and maintain conference room and video conferencing schedules
  • Retrieve and scan incoming mail daily
  • Assure pick up of all outgoing packages and mail prior to leaving each day
  • Manage meetings with clients and external guests from start to finish, including setup and cleanup
  • Place catering orders for client meetings and office-wide lunches as needed
  • Maintain an organized and well-stocked inventory of various office supply areas, ordering as needed and as requested by colleagues
  • Place and receive weekly grocery deliveries for two kitchens
  • Coordinate technology support with the internal IT department, especially for video meetings in conference rooms
  • Engage and work with building engineers as needed for repairs and maintenance
  • Coordinate with external vendors for repairs, maintenance, and office access as needed
  • Management of office expenses, including monthly credit card reconciliations and coordinating with Accounts Payable to pay all invoices
  • Assist internal team with the following as needed: managing calendars, scheduling travel arrangements, updating client contact information, submitting expense reports, logging meeting activity in Salesforce
  • Facilitate onboarding of new colleagues in partnership with the colleague's manager including meeting scheduling and liaising with technology for equipment and software permissions

Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.


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Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.

Company Profile:

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

Learn more about Beacon Hill Staffing Group and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting .

We look forward to working with you.

Beacon Hill. Employing the Future (TM)