Job Description

Administrative Assistant

Location: Boston, MA 02111
Duration: 6-Month Contract

Position Overview

We are seeking a highly organized and detail-oriented Administrative Assistant to provide direct support to the Deputy Chief Safety Officer, Chief of Safety Management Systems, and other Safety Division leadership. This role will support daily administrative operations, scheduling, document management, event coordination, and executive communications across multiple office locations.

Key Responsibilities

• Provide administrative support to senior Safety Division leadership and staff.
• Manage calendars, schedule meetings, coordinate conference rooms, and maintain departmental Outlook/Teams calendars.
• Prepare, edit, and finalize PowerPoint presentations, reports, correspondence, and other business documents.
• Coordinate printing, copying, document distribution, and electronic signatures through DocuSign.
• Draft agendas, meeting materials, itineraries, memos, and official communications.
• Record and distribute meeting minutes and follow-up action items.
• Serve as the primary point of contact for visitors and incoming inquiries.
• Coordinate office supplies, promotional materials, equipment orders, inventory tracking, and vendor requests.
• Assist with purchase requisitions, invoice processing, receiving, and procurement-related activities.
• Support safety training programs and special events by coordinating invitations, scheduling, logistics, room reservations, catering, materials, and attendee communications.
• Assist with document management initiatives, including file migration, records organization, archiving, and template standardization.
• Complete special projects and administrative assignments for directors and senior leadership as needed.

Required Qualifications

• Experience supporting executives, senior leadership, or department managers in an administrative capacity.
• Strong experience managing calendars and scheduling using Microsoft Outlook and Microsoft Teams.
• Excellent verbal and written communication skills.
• Exceptional organizational, multitasking, planning, and problem-solving abilities.
• Advanced Microsoft Excel skills, including data tracking, reporting, analysis, and trend monitoring.
• Proficiency with:
  • Microsoft Outlook
  • Microsoft Teams
  • Microsoft Word
  • Microsoft Excel
  • Microsoft PowerPoint
  • Microsoft Access
  • Microsoft Project
  • DocuSign
• Strong attention to detail and ability to handle confidential information.
• Ability to work independently and manage multiple priorities in a fast-paced environment.

Preferred Skills

• Executive Support
• Calendar Management
• Meeting Coordination
• Event Planning
• Document Management
• Records Administration
• Procurement Support
• Invoice Processing
• Data Analysis & Reporting
• Office Administration

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