Administrative Assistant

Our client in Newton, MA is seeking a contract-to-permanent Administrative Assistant to start ASAP.

Administrative & Executive Support duties:

• - Manage complex schedules for C-Level staff and coordinate meetings with internal and external parties utilizing multiple calendars
• - Coordinate travel schedules and arrangements, collect required travel documentation
• -Prepare and process expense reports in accordance with established travel policy guidelines; ensure the timely processing of expenses.
• -Prepare presentations, reports, spreadsheets and other business information
• -Manage multiple projects and priorities and initiate follow up to ensure timely achievement of commitments
• - Boston Accommodation: negotiate rates and book hotels for visitors to Boston Office

Office Management duties:

• - Responsible for handling and sorting all incoming and outgoing mail, as well as shipping outgoing packages
• -Answer phone calls on switchboard
• -Interact with vendors (i.e. Staples, Axiom, Conway, etc)
• -Track and order all office supplies
• - Maintain inventory of lunchroom supplies and purchase snacks as needed
• -Place catering orders for the office
• - Maintenance of kitchen and public areas (i.e. daily unloading of dishwasher, espresso machine maintenance, reorganizing and maintain water filter schedules)
• -Maintain interior decorations and plants
• -Interaction with building management for light bulb replacement, minor repairs, and miscellaneous requests
• - Assist with keeping office machines stocked with paper
• -Basic IT troubleshooting (i.e. Telephone system, printer, and other general IT tasks) Work with IT to accommodate employees in the Boston office
• -Responsible for ensuring front doors are locked after hours and alarm code set
• -Light filing/record keeping

Other Tasks:

• - Organize group activities such as "Lunch N Learns" holiday gatherings, Summer Outing planning, update bulletin board and send out emails, small monthly office lunches and activities, birthday celebrations every three months
• - Assist HR Manager in HR related tasks and activities
• - Assist in new hire preparations for Boston familiarizing new employees and office visitors, teach them how to use equipment and resources, set up voicemails, set up laptop connections

Minimum Qualifications:

• - Bachelor's Degree highly preferred or equivalent combination of experience and education (seeking a 0-2 year experienced candidate)
• - Detailed oriented, pays attention to multiple details and multiple tasks while minimizing errors
• -Extremely organized and independent
• - Excellent verbal and written communication skills
• -Knowledge of all basic office equipment required
• -High level of discretion and confidentiality
• -Strong/proactive problem solving and conflict resolution skills.
• - Must be proficient in Word, Excel and Powerpoint

About Aerotek:

Aerotek, headquartered in Hanover, Md., is a leading provider of technical, professional and industrial staffing services. Established in 1983, Aerotek is an operating company of Allegis Group, the largest provider of staffing services in the U.S. Aerotek operates a network of more than 200 non-franchised offices throughout the U.S., Canada and Europe. For more information, visit .

Aerotek is acting as an Employment Agency in relation to this vacancy.