Administration Associate

Reporting to the Manager of Administration and partnering closely with the Vice President of People & Workplace and the entire People & Workplace team, the Administration Associate plays a critical role in ensuring the smooth and efficient operation of the office environment while fostering a welcoming and engaging workplace culture. This position requires highly developed organizational, analytical, and interpersonal skills to manage a range of projects and processes, collaborate with internal and external stakeholders, and implement improvements that enhance team effectiveness.

The Administration Associate is responsible for daily office operations, managing vendor relationships, maintaining security protocols, and supporting technology and facilities needs. The role also significantly contributes to employee engagement and workplace practices by coordinating staff gatherings & trainings, internal communications, interview & onboarding processes, and recognition efforts in collaboration with cross-functional teams. This position requires strong organizational skills, a proactive and service-oriented mindset, and the ability to manage multiple tasks and priorities.

Office Management (50%):

• Office & Space Management: Lead and execute a range of daily office operations to support organizational effectiveness.
• Vendor & Building Liaison: Serve as the primary contact for day-to-day building management, vendors, and service providers, including contract oversight and service quality and execution.
• Security & Access Management: Manage badge access requests, liaise with security personnel, and coordinate annual security and emergency preparedness trainings.
• Inventory & Supplies Oversight: Maintain and optimize inventory systems for office, kitchen, and bathroom supplies.
• Technology & Facilities Support: Provide advanced support for technology and facilities, troubleshooting issues and coordinating with external partners as needed.
• Phone Line & Guest Reception: Serve as key point of contact for guest reception and main phone line operations.
• Mail & Shipping Logistics: Manage logistics for mail and shipping.
• Procedure Maintenance: Maintain and improve internal office procedures and administrative trackers.
• Administrative Backup: Provide backup for executive assistants as needed.

Events, Engagement & Internal Communications (30%):

• Meeting & Event Support: Plan and execute logistics for internal meetings, trainings, team lunches, board meetings, and special events, including space setup, catering, and A/V support.
• Administrative Support for Engagement Events: Lead coordination of team-wide engagement initiatives, celebrations, and other recognition efforts.
• Team Communications: Draft and post monthly team calendar updates, reminders, and announcements on internal communications platforms.

Other (20%):

• Recruiting, Orientation, and Onboarding Support: Assist with recruiting, preboarding, and onboarding processes and logistics. Includes internal coordination and scheduling, communications with candidates, and creating a positive experience for new hires.
• All other tasks as assigned.

CANDIDATE REQUIREMENTS:

• At least 5 years of experience working in a professional, complex and fast-paced environment.
• At least 3 years of experience in office coordination/management and event planning.
• Proven ability to manage complex projects and collaborate with internal and external stakeholders.
• Proficiency with MS Office, including Excel and Outlook, and interest in learning new technologies.
• Flexible team player with strong interpersonal skills who brings a positive attitude and service orientation to their work
• High levels of organization, detail-orientation, and proactiveness in supporting others including effective planning and time management.
• Strong commitment to working collaboratively and fostering an inclusive culture with all levels of coworkers.
• Sound judgment, integrity, and respect for confidentiality.

This position will be based in Boston, MA on a hybrid schedule with a weekly requirement to work in-person at least 4 days per week with colleagues; successful candidates will need to undergo a comprehensive background check.

The base salary range for this position is $82,000 - $125,000 per year. Placement in the range will vary based on a variety of factors such as job responsibilities & scope, special skills, education, special certifications, candidate’s relevant experience, and other factors. Base salary is only part of the total compensation package. Employees are eligible for an annual discretionary performance bonus in addition to their base pay.

Fidelity Foundations is an equal opportunity employer. We believe that the most effective way to attract, develop and retain a diverse workforce is to build an enduring culture of inclusion and belonging.