Administrative Assistant

Vanasse Hangen Brustlin Inc.; Boston (MA); On-site; USD 42,000 - 54,000; Full time

Job summary

Vanasse Hangen Brustlin Inc. is seeking a full-time Administrative Assistant for our Boston office. This in-person role supports the front desk, visitors, and daily operations in a high-activity environment.

You will manage check-ins, phone and email responses, and help coordinate meetings, events, and office communications. The position requires strong organization, attention to detail, and the ability to multitask in a fast-paced setting.

Responsibilities

• Front Desk and Visitor Experience: greet guests, manage access, answer calls and emails promptly.
• Office Operations: oversee organization, supply inventory, track purchases and receipts.
• Meetings and Events: arrange meeting needs, set up rooms, support events.
• Office Communication and Culture: maintain office calendar, publish newsletter, promote events.
• Clerical and Administrative Support: prepare documents, file/mailings, process mail.
• Health, Safety, and Office Initiatives: support health/safety needs and office projects.

Skills

Organizational skills

Time management

Multitasking

Customer service

Interpersonal skills

Job description

Administrative Assistant

Job Locations

US-MA-Boston

Job Details

• ID: 2026-6518
• Category: Administrative/Clerical
• Type: Regular Full-Time
• Career Stage Type: Experienced
• # of Openings: 1

Overview

VHB is seeking a full-time, in-person Administrative Assistant to staff the front desk and support our Boston office, a busy, collaborative office with a high volume of in-person activity and visitors. As the first point of contact for colleagues and visitors, you will help keep the office welcoming, organized, and running efficiently and professionally.

Work Environment

• In office Monday-Friday, 8:00 am-5:00 pm, with the possibility of overtime and occasional after-hours assistance for events. Overtime and after-hours work are coordinated in advance.
• Professional attire at the level of "business casual" or higher, consistent with VHB dress code policies.
• Able to lift 20 lbs.

Responsibilities

Front Desk and Visitor Experience

• Serve as the first point of contact, greeting guests in a professional, friendly, and hospitable manner in a high-traffic office environment.
• Manage building security and visitor access.
• Answer phone calls and respond to emails promptly and professionally.

Office Operations

• Lead overall office organization, working closely with the Boston Office Manager and VHB Facilities team to identify improvement and maintenance needs.
• Keep common areas clean, tidy, organized, and presentable.
• Maintain the cafe/kitchen area, including light surface cleaning, dishwashing, and refrigerator organization.
• Order and maintain office supplies and inventory so the office is fully stocked.
• Track all purchases, retain receipts, and reconcile payment activity promptly and accurately.

Meetings and Events

• Work proactively with meeting hosts to arrange meeting needs, including materials and lunch when required.
• Set up conference rooms and work with local IT representatives on audio and video connections for presentations and virtual meetings.
• Provide occasional after-hours support for office events.

Office Communication and Culture

• Maintain the Boston office calendar and support the publication of a regular office newsletter that promotes in-office events and activities.
• Help build connection and engagement among Boston staff by coordinating and promoting office events.

Clerical and Administrative Support

• Prepare documents, including office correspondence and presentations.
• File, scan, copy, and organize mailings.
• Sort and deliver daily mail and ship packages.
• Learn and, over time, support project administration tasks such as contract documents and invoices, with training provided.

Health, Safety, and Office Initiatives

• Assist the Health and Safety Team in delivering on office-specific needs.
• Support office initiatives as needed and requested.

Skills and Attributes

• Ability to anticipate the needs of the office and act accordingly
• Strong organizational skills and attention to detail
• Excellent time management and the flexibility to multitask and prioritize in a fast-paced environment with firm deadlines
• Ability to stay composed and organized while managing a steady flow of visitors, requests, and interruptions
• Positive composure, good judgment, and strong problem-solving and decision-making skills
• Articulate phone demeanor, a strong customer service orientation, and solid interpersonal skills
• Excellent