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Experienced Executive Administrative Coordinator

2 months ago

Boston, Massachusetts, United States The Hollister Group Full time

Position Overview:

Our client, a prominent institution in the field of higher education, is in search of a motivated and meticulous Senior Administrative Assistant. This role requires a minimum of 4 years of experience in providing support to senior leadership, and it will involve managing the front office operations of a significant department located in Boston.

**Onsite Availability Required:** Applicants must be prepared to work onsite three days a week in Boston to qualify for this position.

Key Responsibilities:

  • Assist senior leadership with intricate calendar management and weekly scheduling tasks.
  • Oversee calendars, coordinate logistics for internal meetings, and aid in the organization of office operations.
  • Participate in high-level meetings; document, draft, and disseminate meeting minutes.
  • Support the planning and execution of events in partnership with the designated Events Coordinator.
  • Collaborate with travel agencies and vendors to finalize itineraries and transportation arrangements for both domestic and international travel.
  • Generate reports and reconcile travel-related receipts and expenses.
  • Ensure the seamless day-to-day functioning of the team.
  • Work closely with the finance department on budgeting, journal entries, SAP, and NIH Grants.
  • Engage in budget development and fulfill regulatory/reporting responsibilities.
  • Provide coverage and support for other administrative personnel as necessary.
  • Maintain databases and organize documents and files efficiently.

Qualifications:

  • At least 4 years of professional administrative experience.
  • Experience in higher education settings is advantageous.
  • Familiarity with grant management is a plus.
  • Exceptional communication and interpersonal skills are essential.
  • Ability to multitask and work independently while managing various responsibilities.
  • Strong technical proficiency, particularly with PC systems, databases, and Microsoft Office applications (especially Word and Excel).

Commitment to Diversity, Equity & Inclusion:

The Hollister Group is an equal opportunity employer. We actively encourage applications from individuals who are under-represented in their respective fields.