Administrative Assistant

Job Title: Administrative Assistant/Training coordinator

Location: Lexington MA USA 02421

Duration: 36 Months Contract on W2 (Possible Extension)

Hybrid: 3 days/week onsite

a. Support planning and execution of leadership and organizational development programs and events, including vendors coordination, scheduling, marketing, and materials management.

b. Curate and maintain leadership and professional development curriculum in collaboration with the team.

c. Coordinate with external vendors to explore offerings, confirm logistics, and evaluate effectiveness against program objectives.

d. Track and maintain accurate completion records for all programs across leaders and staff.

e. Identify and resolve operational issues to keep programs running smoothly.

f. Support tuition assistance programs, including explaining and verifying eligibility and tracking participants and payments

g. Support programs through purchasing and budget tracking.

h. Support broader HR programs and initiatives as needed.

Required Qualifications:

• Associate’s degree in human resources, organizational psychology, organizational development, adult learning, instructional design, business, engineering, or similar field.

• 2 years of hands-on experience working in human resources, organizational development, learning and development, or a similar function.

• Strong organizational, communication, and customer service skills; ability to manage multiple priorities with attention to detail and responsiveness.

• Ability to work independently and collaboratively across teams and stakeholders.

• Proficiency in MS Office (Word, Excel, PowerPoint).

• Schedule flexibility to occasionally support early or late program delivery.

• Experience handling sensitive or confidential information appropriately.

• Experience setting up and managing online learning events (e.g., via Zoom).

Desired Qualifications:

• Bachelor’s degree in areas listed above.

• Experience with an enterprise LMS (e.g., SAP) learning management system and other records management, including recording enrollments and attendance, managing course registrations and waiting lists, administering cost chargebacks, and reconciling discrepancies and resolving problems.

• Experience with document management system (e.g., SharePoint).

• Experience with tuition assistance programs

• Experience in event planning or similar support for professional development, conferences, or similar programs and activities (especially training courses, mentoring, tuition assistance, etc.).

-Candidate should expect to be onsite 3 days/wk with flexibility to be onsite more to support training delivery. This position will sit at our Forbes facility with occasional work at the main building on Wood Street.

-An interim clearance is sufficient for start

-Interview process: Initial zoom interview, second round zoom