Administrative Assistant

📍 Boston, MA 02111
📅 6-Month Contract (Potential Extension)
🏢 Onsite Position

We are seeking an experienced Administrative Assistant to provide direct support to senior Safety Division leadership, including the Deputy Chief Safety Officer and Chief of Safety Management Systems. This role requires strong organizational skills, advanced Excel capabilities, and experience supporting executives in a fast-paced office environment.

• Provide executive-level administrative support to senior leadership
• Manage calendars and schedule meetings using Microsoft Outlook and Teams
• Prepare and finalize PowerPoint presentations, reports, and leadership materials
• Draft agendas, correspondence, and meeting documentation
• Take and distribute meeting minutes
• Coordinate internal and external meetings, including room scheduling
• Support safety training sessions and department events
• Order supplies, manage inventory, and process requisitions and invoices
• Route documents for signature via DocuSign
• Assist with document management, file organization, and archiving
• Serve as the primary point of contact for visitors

• 3 years of Administrative Assistant or Executive Assistant experience
• Advanced proficiency in Microsoft Excel (data analysis, reporting, trending)
• Strong skills in Word, PowerPoint, Outlook, Access, and Teams
• Experience managing multiple calendars and coordinating meetings
• Excellent written and verbal communication skills
• Strong organizational and time management skills
• High attention to detail

Administrative Support | Executive Support | Calendar Management | Meeting Coordination | Excel Reporting | Data Analysis | PowerPoint | DocuSign | Event Coordination | Invoice Processing | Office Administration