Administrative Assistant

Administrative Support
B02045 - North America Institutional

Position:              Administrative Assistant (Institutional Business)

Location:             Boston, MA

Schedule:            Full Time (Monday – Friday)

Hours:                 8:30am – 4:30pm (30 mins for lunch)

Reports to:          Administrative Supervisor



General Responsibilities:

  • Provide general administrative support to the Client Service and RFP teams (13 Managers)
  • Calendar management
  • Enter and maintain meetings, gift tracking, activities, speaker and materials requests in
  • Coordinate domestic and international business travel
  • Assemble, print and ship marketing materials accordingly for client meetings
  • Input and process travel & expense reports for reimbursement  
  • Arrange conference calls, internal and onsite meetings
  • Process check requests and invoices
  • Order business cards, stationary, gifts and supplies
  • Back up phone/calendar coverage for other assistants/managers
  • Input and maintain time off for all managers in the system
  • Attend team meetings and keep minutes and notes
  • Complete onboarding for new hires on team
  • Ad hoc projects

Candidate must have the following attributes:

  •  Attention to detail is an absolute must
  •  Excellent communication skills
  • Ability to multitask and prioritize
  • Ability to problem solve and anticipate needs of managers
  • Strong organizational skills
  • Highly experienced using Excel and PowerPoint; knowledge of Salesforce
  • Professionally mature
  • Demonstrated administrative experience/skillset
  • Ability to work as part of a larger administrative team
  • Reliable and responsible
  • Solution oriented
  • Technically savvy




  •  Bachelors degree and 2+ years of equivalent related experience

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