Administrative Support Specialist

4 weeks ago


Norwood, Massachusetts, United States Beacon Hill Full time

Job Summary: We are seeking an experienced Executive Assistant to provide high-level administrative support to our team at Beacon Hill. The ideal candidate will have a strong background in administrative operations and excellent communication skills.

Key Responsibilities:

  • Manage calendars, emails, and schedules appointments, screens incoming calls and correspondence.
  • Provide confidential administrative support and interface with the Board of Directors.
  • Handle administrative projects as assigned to ensure the accurate and timely completion of tasks.
  • Coordinate meetings, off-site conferences, and conference calls; arrange venue, food, and beverage, travel, A/V requirements, issue invitations, agendas, and meeting materials to participants.
  • Arrange complex and detailed travel plans and itineraries, compile documents for travel-related meetings, domestic, and international travel, check all travel itineraries for accuracy.
  • Prepare travel expense reimbursement reports, type memos, purchase requisitions, check requests, and other department forms and documents.
  • Organize and attend meetings as requested, coordinate follow-up actions, record minutes as needed, prepare PowerPoint presentations.

Requirements:

  • Bachelor's Degree is preferred.
  • 5 years minimum senior administrative assistant experience.
  • Preferred some contract/legal/finance administration experience.
  • Possess advanced MS Office skills including MS Word, Excel, Outlook, and PowerPoint.
  • Possess strong written and verbal communication skills and organizational skills.
  • Ability to gather and consolidate data from various sources.
  • Flexible and adaptable to rapidly changing priorities and the ability to handle confidential information.
  • Effective time and project management skills, able to work under stress of multiple tight deadlines, requests, and interruptions with accuracy.


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