Job Description

Administrative Assistant

Location: Boston, MA 02129
Duration: 3+ Month Contract

About the Role

We are seeking a detail-oriented and highly organized Administrative Assistant to support a busy department with day-to-day administrative, procurement, reporting, and document management activities. This role is ideal for someone with strong organizational skills, experience supporting large teams, and proficiency in Microsoft Office and enterprise systems.

The successful candidate will play a key role in maintaining departmental operations, coordinating procurement activities, managing documentation, and delivering exceptional customer service to internal and external stakeholders.

Key Responsibilities

Administrative Support

• Provide administrative and operational support to department leadership and team members.
• Prepare, maintain, and distribute reports, status updates, budgets, spreadsheets, and presentations.
• Maintain meeting notes, action item logs, and departmental records.
• Perform data entry and ensure the accuracy of departmental information and databases.
• Draft and distribute correspondence, memos, and other business communications.

Procurement & Financial Support

• Assist with procurement activities, including requisition entry, purchase tracking, and invoice review.
• Support budget tracking and reporting activities.
• Coordinate with vendors and internal stakeholders regarding purchasing and payment inquiries.

Document Management

• Maintain document control procedures and records management processes.
• Ensure proper filing, tracking, storage, and retrieval of departmental documentation.
• Support compliance with document retention and organizational standards.

Customer Service & Coordination

• Serve as a point of contact for internal staff, vendors, and customers.
• Respond to inquiries professionally and efficiently.
• Coordinate administrative activities, projects, and special assignments as needed.

Operational Support

• Travel to work sites as required using a company or personal vehicle.
• Support emergency operations and department initiatives when needed.
• Perform additional administrative and project-related duties as assigned.

Required Qualifications

• Associate Degree in Business Administration, Office Administration, or a related field; OR High School Diploma/GED with 5 years of relevant administrative or project coordination experience.
• Minimum 2 years of experience supporting a large department, business unit, or project team.
• Strong proficiency in:
  • Microsoft Word
  • Microsoft Excel (Pivot Tables, Reporting, Data Analysis)
  • Database Applications
  • Content Management Systems (CMS)
  • PeopleSoft
• Experience preparing reports, maintaining records, and supporting procurement processes.
• Strong written and verbal communication skills.
• Excellent organizational, multitasking, and problem-solving abilities.
• Ability to work independently with minimal supervision.
• Strong customer service and relationship management skills.

Preferred Skills

• Procurement Coordination
• Invoice Processing
• Budget Tracking
• Records Management
• Data Analysis & Reporting
• Project Coordination
• Administrative Operations
• Vendor Management
• Document Control
• Customer Support

Additional Requirements

• Valid Driver's License with a clean driving record.
• Ability to pass CORI/background screening, drug screening, and medical requirements.
• Ability to work flexible schedules, including support during emergencies, severe weather events, and operational disruptions as required.

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