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Administrative Assistant
Administrative AssistantSunrise Systems • Boston, Massachusetts, United States
Administrative Assistant

Administrative Assistant

Sunrise Systems • Boston, Massachusetts, United States
30+ days ago
Job type
  • Temporary
  • Quick Apply
Job description

Position Title: Administrative Assistant

Duration: 7 months contract

Location: Boston, MA

Hybrid role: MUST be local to Boston and able to do a 4-1 schedule


Required :

  • 3+ years of experience supporting Sr leadership in a large organization
  • Managing multiple Sr leadership calendars
  • Scheduling international meetings and time zones, room booking, larger scale meetings
  • Event management, working with outside vendors

Ideal candidate:

  • Navigating a matrixed organization
  • Familiarity with Microsoft suite, slack, Concur, Box, Zoom

Primary Job Responsibilities:

  • Complex Calendar Management: Proactively manages the leader's calendar in a timely and accurate manner. Includes scheduling of meetings and events, resolution of conflicts, recommends meetings and calendar updates/modifies based on anticipation of needs grounded in organizational context.
  • Meetings and Events: Plan and coordinate team meetings and events of varying sizes and complexity; includes venue selection, ordering catering, tracking expenses, agenda creation, material preparation, A/V resource planning, and coordinating communications to the attendees.
  • Communications: Under the leader's direction, write, contribute and/or edit draft communications, involve appropriate stakeholders and gain final approval. May manage distribution lists and send communications on the leader's behalf.
  • Travel: Obtain trip approvals, book domestic and international business travel; secure visas, maintain travel profiles
  • Expenses: Track and submit expense reports, reinforce Policy w/team members
  • On/Off boarding: Help ensure successful on/off boarding of team members; may include equipment procurement and supply management, space planning, scheduling meetings, assisting with communications and/or helping the leader to remember his/her action items.
  • Presentations: Produce and/or edit high quality PowerPoint or Keynote presentations
  • Organization Chart Management: Handle the creation and maintenance of organizational charts as needed
  • Budget Tracking: may assist leader with tracking of expenses
  • Support team plans, projects, activations or other deliverables as needed
  • Serve as the main point of contact for administrative questions from the team
  • Provide coverage for other leaders where temporary administrative needs exists

Experience Required:

  • High school diploma or equivalent required
  • Minimum of 3 years of administrative work experience required

Key Capabilities:

  • Strong written and verbal communication skills; ability to work and communicate effectively with a variety of personalities including senior level executives
  • Proven ability to work in a fast-paced, results-oriented, team environment with sometimes high levels of ambiguity and independence
  • Organize, prioritize and appropriately handle highly confidential and sensitive information Proficiency using required software as well as internal systems
  • Be a connector - take initiative and seek connection on behalf of other people to solve problems and answer questions
  • Ability to occasionally work outside of core business hours
  • Familiarity with Microsoft Suite, Slack, Box, and Concur preferred


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Administrative Assistant • Boston, Massachusetts, United States

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