Experienced Administrative Assistant

Position Overview
Support the Vice President of Technology and multiple leaders within the technology organization in coordinating and organizing key projects, initiatives, and daily operations. Responsibilities include data collection and synthesis, presentation preparation, communication, coordination, planning, meeting invites, travel support, order coordination, vendor management, and day-to-day scheduling.

Core Qualifications

• Proficiency in Excel (Pivot Tables, Graphs, etc.), Outlook, Teams and PowerPoint
• Previous experience with SAP
• Licensed notary in Massachusetts ideal but not required
• Purchasing background is preferred
• Must be able to work independently

 
Team Support

• Facilitate scheduling, planning and coordination of team meetings, projects, and activities
• Support software request, approval and procurement for technology teams
• Support purchases and orders for activities, supplies, and project needs

Vendor and Purchasing Support

• Support new vendor setup, including NDAs, COIs, and vendor add process
• Purchase requisition entry for indirect purchases for the facility
• Follow-up with vendors
• Invoice processing
• Blocked invoice resolution, including CWS and MRBR
• Goods receipt

Facility Coordination

• On-site vendor liaison / reception
• Coordinate visitors, including badge requests and event planning
• Support shipping/receiving
• Security liaison
• Support the remote Senior Facility Manager with day-to-day site operations, including maintenance coordination and service contracts
• Inventory supplies, including kitchen, bathroom, and general office supplies
• Maintain common areas
• General facility and shop floor coordination and physical organization.

 
Experience and Skills

• High School Diploma required, Associates or Bachelors degree in general business preferred
• 2-4 years of General office management experience or multifaceted administrative assistant experience a plus
• Strong organizational skills, ability to multi task and provide proactive follow up on outstanding items, with updates to key stakeholders
• Strong alpha-numeric data entry a plus
• Demonstrated Internal and external vendor/customer relations skills 
• Safely lift items up to 35 lbs.