Administrative Assistant 1, Operations

Requirements

• We are seeking an Administrative Assistant 1 at our Natick, MA office location. The individual in this position will be part of the administrative team responsible for performing a wide variety of diverse, non-routine administrative tasks to provide a high level of support for the professional staff. The successful candidate will have the ability to work under critical time deadlines, re-evaluate priorities to meet job deadlines, and interact with all levels of personnel. They will also be working with personnel who are not often in the office, which will require follow up and working independently to ensure deadlines are met and important information conveyed. This position is full-time with a schedule of 8:00 am – 5:00 pm.

Key responsibilities include:

• Providing telephone coverage and handling client inquiries
• Managing office supply orders and inventory
• Managing mail and FedEx distribution
• Preparing and editing reports, spreadsheets and presentations
• Managing conference room schedules and setting up meetings
• Fax distribution
• Preparing accounts payable invoices for processing and payment
• Working with project managers for invoice approvals and distribution
• Maintaining calendars, coordinating meeting schedules and assisting with travel arrangements for senior staff
• Preparing marketing and business development materials
• Preparing and maintaining project files
• Preparing, maintaining and tracking quality assurance documentation
• Preparing binders for document organization
• Exposure to sensitive information will necessitate considerable use of tact, diplomacy, discretion, and judgment

Qualifications for this position are:

• Minimum of two years’ experience providing administrative support to a team
• Bachelor's degree or some college coursework is preferred
• Excellent communication, composition, editing and proofreading skills
• Attention to detail and the ability to manage several projects simultaneously
• Ability to interact effectively and professionally with managers, engineers, clients and administrative staff
• Must be enthusiastic, flexible, and a team player
• Must be able to lift at least 20 lbs.
• Proficiency in Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint