Administrative Assistant

Position Title: Administrative Assistant

Work Location: Worcester, MA 01604, Onsite Mon-Thurs, WFH Fridays

Assignment Duration: 6 months (temp to hire)

Work Arrangement: Hybrid

Position Summary: We are seeking an experienced Executive Administration Assistant to provide advanced administrative support to VP-level leaders or equivalent.

Background & Context: This role is essential in helping leaders stay organized, prepared, and focused by managing priorities, coordinating schedules, and handling sensitive information with the highest level of professionalism and discretion.

Key Responsibilities:

* Provide advanced administrative support to executives and backup support as needed.

* Manage and prioritize executive travel, calendar, email, and identify action items.

* Maintain complex calendars, coordinate meetings, and arrange domestic and international travel.

* Proactively resolve scheduling conflicts. * Coordinate with other executive administration assistants on cross-functional priorities.

* Handle confidential and business-sensitive information. * Coordinate departmental files in compliance with corporate and legal requirements.

* Use Microsoft Office Suite and business systems, including corporate travel and expense tools.

* Support onboarding and office setup for new employees. * Assist with meeting planning, correspondence, supplies, shipments, invoices, and expense reports.

* Support video conference, Teams/Zoom, and remote meeting logistics.

* May assist with vendor onboarding and budget tracking.

* May train or coordinate work for new administrative assistants.

* Calendaring, travel & expense, occasionally sending out email on leader's behalf, supporting onsite visitors, managing blueprint and new hires, coordinate closely with other Worcester admins, provide back up support to other Worcester admins.

Qualification & Experience:

* Experience providing advanced administrative support to senior leaders.

* Available after core business hours in the event of travel emergencies.

* Strong organizational, communication, and problem-solving skills.

* Ability to manage multiple priorities and work independently with general direction.

* Proficiency in Microsoft Office Suite and other business software.

* Demonstrated professionalism, discretion, and accountability. * Strong attention to detail.

* Ability to build trusted relationships. * Excellent judgment and follow-through.

* Collaborative mindset and willingness to support team success.