Administrative Assistant

Power-4; Boston (MA); On-site; USD 30,000 - 39,000; Full time

Job summary

Power-4 in Boston, MA (South Station area), is seeking an organized Administrative Assistant to support a busy corporate office. This onsite 6-month contract role includes office operations, facilities support, visitor management, mail/shipping, and vendor coordination.

You will be the go-to person for day-to-day operations, ensuring a welcoming and well-organized workplace for employees, executives, visitors, and partners.

Qualifications

• 1+ years of experience in office administration, workplace coordination, facilities coordination, or a similar role.
• Experience supporting a professional corporate office environment is preferred.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Excellent verbal and written communication skills.
• Professional, polished, and service-oriented approach when interacting with employees, executives, visitors, and vendors.

Responsibilities

• Provide high-level administrative and operational support to the department.
• Coordinate catering, meeting rooms, conference rooms, and office space reservations.
• Initiate and monitor facilities and building service requests.
• Monitor and respond to telephone calls and email correspondence in a timely and professional manner.
• Oversee guest registration and provide visitor escort support as appropriate.
• Welcome guests and visiting employees and notify the appropriate onsite host upon arrival.
• Coordinate visitor and employee badge requests and ensure badges for departing employees are collected and returned to Security.
• Manage incoming and outgoing mail and related delivery services.
• Order and maintain inventory of office supplies.
• Support the administration of vendor relationships for beverage services, office equipment, UPS, FedEx, Xerox, and other operational services.
• Coordinate service requests and communicate with vendors as needed.
• Provide additional administrative and office operations support as needed.

Skills

Organization

Time management

Communication

Professionalism

Office administration

Tools

Microsoft Office

Job description

Location: Boston, MA - South Station area

Schedule: Full-time, onsite 8am - 4.30 pm

Contract: 6 months (with potential to extend or convert to a permanent role)

We are seeking an organized, professional, and service-oriented Administrative Assistant to support the day-to-day operations of a busy corporate office. This individual will be responsible for creating a welcoming and well-organized workplace experience for employees, executives, visitors, and business partners.

The role combines office administration, workplace coordination, facilities support, visitor management, shipping and mail responsibilities, and vendor coordination. The ideal candidate is highly organized, responsive, detail-oriented, and comfortable managing multiple priorities in a professional office environment.

Key Responsibilities

Office & Workplace Operations

• Provide high-level administrative and operational support to the department.
• Coordinate catering, meeting rooms, conference rooms, and office space reservations.
• Initiate and monitor facilities and building service requests.

Reception & Visitor Management

• Monitor and respond to telephone calls and email correspondence in a timely and professional manner.
• Oversee guest registration and provide visitor escort support as appropriate.
• Welcome guests and visiting employees and notify the appropriate onsite host upon arrival.
• Coordinate visitor and employee badge requests and ensure badges for departing employees are collected and returned to Security.

Mail, Shipping & Supplies

• Manage incoming and outgoing mail and related delivery services.
• Order and maintain inventory of office supplies.
• Support the administration of vendor relationships for beverage services, office equipment, UPS, FedEx, Xerox, and other operational services.
• Coordinate service requests and communicate with vendors as needed.
• Provide additional administrative and office operations support as needed.

Qualifications

• 1+ years of experience in office administration, workplace coordination, facilities coordination, office services, reception, or a similar role.
• Experience supporting a professional corporate office environment preferred.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Excellent verbal and written communication skills.
• Professional, polished, and service-oriented approach when interacting with employees, executives, visitors, and vendors.
• Strong attention to detail and follow-through.
• Comfortable working independently and proactively identifying office needs.
• Proficiency with Microsoft Office and standard workplace technology.

The ideal candidate is someone who enjoys being the go-to person for day-to-day office operations. You are highly organized, responsive, approachable, and comfortable interacting with people at all levels of an organization. You take ownership of tasks, follow through on requests, and understand the importance of providing a polished and professional workplace experience.