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Administrative Assistant

King & Bishop
Published
June 11, 2022
Location
Waltham, MA
Category
Default  
Job Type

Description

Our client, a medical equipment manufacturer, is seeking an experienced Administrative Assistant.  This is a temp to perm opportunity.

Responsibilities:

  • Provide administrative support for the leadership team including calendar management, scheduling internal and external meetings, scheduling and coordinating the Board Meetings, manage travel planning and expense reimbursement
  • Co-manage Corporate Calendar
  • Maintain a positive working relationship with building management and facility vendors
  • Manage facility tasks such as purchasing office furniture and equipment, maintenance and repairs, security system and infrastructure issues
  • Monitor and follow up on facilities issues, maintain inventory of all office & kitchen supplies & replenish as needed
  • Coordinate office moves when necessary
  • Act as the primary administrator in the travel management system.
  • Manage additional general inboxes in coordination with the administrative assistant.
  • Provide back up support for purchase order process, ensure proper and timely approval of all purchase requests, enter PO’s in QuickBooks, place orders with vendors
  • Back up to the main phone line, greet and assist visitors
  • Receive and distribute mail; ship express packages as needed
  • Provide support to generate contracts such as CDA, Consulting Agreements and Master Services Agreements, maintain the contracts database, track and manage renewals
  • Assist other departments teams with projects as required.
  • Additional duties as requested

Requirements:

  • Minimum of 5 years of administrative experience
  • Proficiency with Microsoft Office products required
  • Prior experience in start up environment - a plus
  • Polished interpersonal skills
  • Ability to work independently, effectively manage time and tasks
  • Excellent communication and organizational skills with attention to detail
  • Positive attitude and professional disposition; ability to maintain certain employee information in confidence
  • Strong organizational and planning skills in a fast-paced environment
  • Proven experience as an administrative assistant
  • Knowledge of office administrator responsibilities, systems and procedures
  • Excellent time management skills and ability to multi-task and prioritize work
  • Knowledge of office administrator responsibilities, systems and procedures
  • Proficiency with on-line meeting tools (e.g. WebEx,, Zoom, Teams)
  • Excellent time management skills and ability to multi-task and prioritize work

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