Administrative Assistant

Fuss & O'Neill; Boston (MA); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Health & Wellness

Paid Time Off

Career Advancement

Continuous Learning

Team events

Job summary

Fuss & O'Neill's Boston office is seeking an Administrative Assistant to support project teams, office staff, and visitors. You will coordinate calendars, prepare proposals, manage project documentation, and handle day-to-day office tasks.

Initially on-site with potential for hybrid work later, the role requires strong organizational skills, 2+ years of admin experience, and proficiency in Microsoft Office and Teams. You'll be a key liaison across the office, ensuring smooth operations.

Qualifications

• High school diploma or equivalent required.
• At least 2 years of administrative or related professional experience.
• Proficiency with Microsoft Office and typing speed of 50 wpm.
• Excellent written and verbal communication and attention to detail.

Responsibilities

• Coordinate calendars and meetings for project teams.
• Prepare proposals, presentations, and reports.
• Maintain project documentation and filing systems.
• Answer calls and route inquiries to the right staff.
• Support onboarding and travel arrangements.
• Enter data accurately in company databases.
• Serve as a professional point of contact for visitors.

Skills

Strong organizational skills

Excellent written and verbal沟通

Education

High school diploma or equivalent

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Microsoft Teams

Job description

Creativity. Innovation. A desire to effect positive change. That's what it takes to work at Fuss & O'Neill - because that's what we do for the communities in which we work: we create, innovate, and design long-lasting improvements that improve quality of life. Quality of life is also important on the job, so we've prioritized work-life balance by offering flexible/remote work opportunities, part-time benefits, and generous PTO. We believe that each day is an opportunity to support one another, to support our clients, and to support our communities. If you feel the same, then you've found your future.

Fuss & O'Neill is seeking an Administrative Assistant to join our Boston office and play an important role in supporting our project teams, office staff, and visitors. This position provides a diverse range of administrative and organizational support that helps keep our office and teams operating efficiently. From coordinating calendars and meetings to preparing proposals and presentations, maintaining project documentation, managing correspondence, and supporting day‑to‑day office needs, you'll be a key resource for employees across the office.

The position will initially be based fully on‑site in our Boston office, with the potential to transition to a hybrid work arrangement over time.

Key Responsibilities

• Perform a broad range of administrative duties, including scanning, copying, filing, formatting documents, assembling binders, updating contact lists, and maintaining project documentation.
• Answer and route incoming calls and respond to inquiries or direct them to the appropriate personnel.
• Schedule internal meetings and coordinate meeting logistics, including conference room setup, Microsoft Teams coordination, and catering.
• Provide administrative support to project and business unit teams with proposals, presentations, reports, and other materials.
• Enter and maintain accurate information within company databases and systems.
• Maintain organized electronic and physical filing systems and manage correspondence and other documentation.
• Assist with calendar management and scheduling for departments and individual staff.
• Support onboarding activities for new employees, including administrative tasks and departmental processes and procedures.
• Coordinate business travel and related logistics.
• Distribute incoming mail and prepare outgoing mail, packages, and other materials for shipment.
• Serve as a professional point of contact and liaison with internal teams, business representatives, clients, and visitors.
• Monitor and maintain office supply inventory in coordination with the administrative support team.
• Provide backup support to other administrative assistants as needed.
• Perform other administrative duties and special projects as assigned.

Skills, Knowledge and Expertise

• High school diploma or equivalent required.
• At least 2 years of administrative or related professional experience.
• Strong organizational and time‑management skills with the ability to prioritize multiple tasks.
• Excellent written and verbal communication skills.
• Strong attention to detail and a commitment to accuracy.
• Proficiency with Microsoft Office, including Word, Excel, and PowerPoint.
• Proficiency with Microsoft Outlook for email correspondence, calendar management, and scheduling.
• Working knowledge of Microsoft Teams and virtual meeting coordination.
• Ability to create professional documents, presentations, reports, and correspondence.
• Ability to perform accurate data entry and basic internet research.
• Familiarity with A/E/C terminology or professional services environments is a plus.
• MCCPO certification is preferred.
• Ability to type at least 50 words per minute.

Why You'll Love Working with Us

• Health & Wellness: Comprehensive health benefits to keep you and your family healthy.
• Continuous Learning: Access to online courses, conferences, and learning materials to fuel your professional growth.
• Paid Time Off: Take the time you need to recharge with our generous paid time off policy.
• Career Advancement: Clear paths for promotions and the opportunity to take on new challenges.
• Fun Team Culture: Regular team‑building activities, happy hours, and company outings.

The base salary range for this role is indicated in the posting. This range reflects the company's good faith estimate of the compensation for this position at the time of posting. Final compensation will be determined based on factors such as experience, skills, qualifications, internal equity, and geographic location.

Visa sponsorship is NOT available for this position

All offers are contingent upon a successful criminal background check. Fuss & O'Neill, Inc. is proud to be an Affimative Action/Equal Opportunity Employer. Fuss & O'Neill participates in the Federal e-Verify program.

#LI-AS1

About Fuss & O'Neill

Fuss & O'Neill is a civil and environmental engineering firm that provides client‑specific, forward‑thinking, and holistic solutions. Since 1924, we have made it our mission to improve the built and natural environments in response to our public and private clients' evolving needs.