Sr Administrative Assistant 3

Our client, a leading athletic footwear and apparel manufacturing company, is looking for an Sr Administrative Assistant 3. This is for an initial duration of 05 months and is located at Boston, MA.Job Title: Sr Administrative Assistant 3

Reference ID: 25-08617

Location: Boston, MA

Duration: 12 months

Job Type: Contract (Candidates must be able to work on W2 without VISA sponsorship)Role

• Boston-based Administrative Assistant to support VPs. In-office job M-Th located at Client HQ (downtown Boston); remote Fridays.


• Seeking seasoned candidates with admin assistant experience support senior executives.


• Key responsibilities include calendar and travel management, expense management, cross-function business efficiency support.


• The nature of the work is focused on providing services which help ensure a safe, healthy, and effective or efficient work environment or providing personal amenities to employees.


• General Support: Performs normal office functions such as setting up and maintaining files; interviewing callers and making proper referrals; arranging meetings and conferences; and receiving, referring, or answering mail.


• Reviews drafts and finished documents for appropriate grammatical usage; answers questions relating to office operations and established policies and procedures.


• Gathers, compiles and reports on information relevant to supervisor's assignment.


• Prepares expense reports and purchase orders and maintains office supplies; updates organizational charts; coordinates department or equipment moves


• Reception: Responds tactfully and promptly to inquiries and problems within scope of established authority. Handles confidential information.


• May serve as the central contact for general department information.


• Logistics: Coordinates a full range of meeting, event, and travel arrangements; manages calendars.


• Works with internal/external contacts Logistics: Coordinates a full range of meeting, event, and travel arrangements; manages calendars.


• Works with internal/external contacts for venue requirements and selection, room set-up, catering, and materials delivery.


• Utilizes Client's on-line reservation system to ensure that Client travel policy is followed in order to provide cost-effective and convenient travel arrangements.


• Works with travel agents, airlines, and others regarding planning and customer service issues.


• Presentations: Utilizes computer skills to create high quality graphic and text presentations often under tight timeframes. Interprets needs, determines and produces effective presentation layout, and organizes final documents.


• Reports; Prepares special reports requiring the selection of relevant information from a variety of sources.


• Typically requires a Bachelors Degree and minimum of 5 years directly relevant work experience Note: One of the following alternatives may be accepted: PhD or Law + 3 yrs; Masters + 4 yrs; Associates degree + 6 yrs; High School + 7 yrs.

• Client, Inc. is in perpetual motion. Administrative employees help Client teams around the world keep up with the company's rapid pace. They act as liaisons embedded in business functions and geographies.


• Their talents — problem solving, organization, time management and more — help fuel the success of their leaders and their teams.


• Client's community of administrative assistants embody professionalism, resilience, agility, emotional intelligence and exemplify the best of Client's culture modeling Client's core values to leaders, teammates, and guests.

• We're looking for a Senior Administrative Assistant who has a proven ability to work in a fast-paced, results-oriented environment.


• You have a high learning agility, strong organization skills and high attention to detail.


• Having strong communication and time management skills, you are able to prioritize across multiple tasks, set expectations across a variety of stakeholders and take initiative to follow-through on requests through completion.


• You can work independently or as part of a team and know how to adapt your style to most efficiently and effectively support the leaders and businesses you are lined up against.

• Bachelor's degree in business or related field. Will accept any suitable combination of education, experience and training


• Minimum of 3 years of administrative work experience required


• Ability to work and communicate effectively with a variety of personalities including senior level executives


• Proven ability to work effectively in a fast-paced, results-oriented, team environment with times of high ambiguity


• Proven ability to organize, prioritize and appropriately handle highly confidential and sensitive information


• Ability to work independently and take initiative to follow-through on requests until completion with a high attention to detail


• Previous experience working with and tracking budgets is strongly preferred


• Proficiency in Microsoft Office Suite (MS Outlook, PowerPoint, Word and Excel) and virtual meeting tools (Zoom / MS Teams). Experience with Keynote a plus, not required. Experience with AI tools like Chat GPT or Microsoft Copilot a plus, not required.


• Previous Client work experience is a plus


• Ability to occasionally work outside of core business hours

• Complex Calendar Management: Scheduling appointments, meetings, and conferences for the leaders you support, managing conflicts and coordinating with other teammates and leaders as required


• Booking Travel Arrangements: Booking flights, accommodations, and transportation for leaders you support, including managing itineraries and necessary documentation.


• Planning Meetings and Events: Securing event space as necessary and handling any budgeting, catering, agenda planning, scheduling, reminders, and working with external parties as needed.


• Preparing Expense Reports, tracking budgets and purchase orders: Preparing expense reports, tracking budgets, and processing invoices or purchase orders for vendors as required.


• Document Preparation & Organization: Producing, editing and reformatting documents and email correspondence. This could include but will not be limited to updating organizational charts, creating high quality graphic and text PowerPoint or Keynote presentations, and/or team session agendas/work session run of shows.


• 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.


• Coordinate Team Space Planning, Workspace and/or Equipment Moves: Partner with the appropriate stakeholders to organize individual or departmental moves


• Budget Tracking: may assist leader with tracking of expenses


• POs: create purchase orders


• Special Projects: Assisting with project planning, tracking progress, and ensuring deadlines are met as needed by the team and/or leader you support


• Team & Culture Building: You will have the opportunity to work with the leader you support to help the team build connections to each other, their leader, the environment and Client through a variety of ways – staff meetings, team building activities, offsites and the physical workspace they come to day-in and day-out.


• 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

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