Administrative Assistant - Virtual Company
Boston, MA 02109
About the Job
Vaco Boston has partnered with our client to help fill an Office Manager/Administrative Assistant role.
Primary Responsibilities:- Administrative support, including coverage of phone lines, expense reimbursement, calendar management, meeting preparation, making copies, etc.
- Coordinate internal and external meeting logistics including Outlook meeting requests, conference room booking, security clearance, agenda preparation and collating/distribution of materials, food & beverage coordination
- Maintain and manage client, prospect and consultant contact information, mailing lists and related initiatives and mass mailings using CRM system
- Assist with preparation and delivery of monthly, quarterly and ad-hoc client reporting deliverables using internal systems and processes
- Manage conference registration, invoice management/check request and charitable/sponsorship process including expenditure tracking for all department initiatives
- Oversee department calendar including scheduling of quarterly product reviews and other regular department and team meetings including involvement in semi-annual Sales Meetings
- Maintain department electronic and hard files
- Other tasks, as needed
- Bachelor’s Degree required with 1-2 years of experience strongly preferred
- Strong interpersonal and communication skills both oral and written
- Highly dependable, strong client service orientation, commitment to excellence
- Ability to handle multiple tasks and prioritize effectively in a fast paced environment
- Attention to detail and proficiency with Microsoft Outlook, Excel, Word, PowerPoint
- Strong work ethic and positive attitude
- Ability to use good business judgment and maintain confidentiality
Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco LLC and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco’s HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.