Experienced Executive Administrative Coordinator

1 week ago


Boston, Massachusetts, United States The Hollister Group Full time

Position Overview:

The Hollister Group is currently in search of a motivated and meticulous Senior Administrative Assistant. This role is pivotal in providing comprehensive support to senior leadership within a prominent educational institution. The ideal candidate will possess over four years of experience in a similar capacity and will be required to work onsite in Boston.

Key Responsibilities:

  • Assist senior management with intricate calendar coordination and scheduling.
  • Oversee calendar management, organize logistics for internal meetings, and contribute to office organization.
  • Participate in high-level meetings; document, draft, and disseminate meeting minutes.
  • Support the planning and execution of events in partnership with the 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 expenses and receipts.
  • Ensure the smooth operation of daily team activities.
  • Work closely with the finance department on budgeting, journal entries, SAP, and NIH Grants.
  • Engage in budget development and regulatory/reporting responsibilities.
  • Provide assistance and coverage for fellow administrative staff as necessary.
  • Maintain databases and organize documents and files efficiently.

Qualifications:

  • A minimum of four years of professional administrative experience.
  • Experience in the higher education sector is advantageous.
  • Familiarity with grant management is a plus.
  • Exceptional communication and interpersonal skills are essential.
  • Ability to manage multiple tasks independently and effectively.
  • 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, dedicated to fostering a diverse and inclusive workplace. We encourage applications from individuals who are under-represented in their respective fields.



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