Administrative Assistant

Intuvia Technologies; Boston (MA); On-site; USD 50,000 - 70,000; Full time

Job summary

A financial services company in Boston seeks an experienced Administrative Assistant to support senior stakeholders. This role includes coordinating logistics for events, managing communications, and heavy invoice processing. The ideal candidate has a Bachelor’s degree, 3-5 years of experience in administration within a financial context, and strong skills in Microsoft Office tools. Successful candidates will demonstrate exceptional organizational abilities and proactive communication skills, thriving in a busy office environment.

Qualifications

• 3-5 years proven experience as an Administrative Assistant in a financial institution.
• In-depth understanding of office and administrative management procedures.
• Ability to multitask and prioritize assignments effectively.

Responsibilities

• Provide direct support to the Head of Platform Services on various projects.
• Organize and coordinate logistics for internal/external events.
• Manage incoming and outgoing phone calls and maintain email distribution lists.

Skills

Strong organizational skills

Excellent communication skills

Project Management skills

Administrative support experience

Initiative and resourcefulness

Education

Bachelor's degree or higher

Tools

Microsoft Word

Microsoft PowerPoint

Microsoft Outlook

Microsoft Excel

Job description

• Strong organizational skills, pro‑active approach, forward‑thinking and solutions oriented.
• Experience in developing procedures and controls. New policy development and deployment (e.g., T&E, Gifts and Entertainment).
• Developing and maintaining project plans while working to ensure all deliverables are completed timely and with accuracy.
• Provide direct support to the Head of Platform Services on various projects demonstrating diligent oversight on all deliverables.
• Excellent Communications skills required – both written and verbal.
• Strong Administrative Support experience supporting senior stakeholders and general internal staff on all administrative requests.
• Domestic and International Travel
• Process of heavy expense claims.
• Coordinate Webex (Video and/or audio) meetings and perform operator assist functionality.
• Plan and coordinate all logistics for internal/external events such as client roadshows, teambuilding events, staff events on‑site and off‑site, internal workshop learning programs, external client meetings and all other ad‑hoc event requirements.
• Managing logistics for visitors
• Management of incoming and outgoing phone calls
• Maintain current e‑mail distribution lists in Outlook
• Modification and distribution of departmental reports.
• Meeting minutes for high‑level financial meetings.
• Heavy invoice processing and external client on‑boarding coordination.
• Completion of any projects or tasks, as requested by management demonstrating a strategic, flexible and, forward thinking approach.
• Prepare reports using Excel.
• Strong knowledge of PowerPoint presentation development and editing for client meetings.

Required Qualifications for Administrative Assistant Position:

• Education and Experience: Bachelor’s degree or higher, with a strong understanding of Front Office principles and processes for providing customer and administrative services. 3‑5 yrs of proven experience as an Administrative Assistant, strong ability to support various levels in the organization, within a financial institution.
• Demonstrate an in‑depth understanding of office and administrative management procedures and departmental and legal policies.
• Solid Project Management skills required with a keen ability to develop project plans and manage timelines to meet platforms deliverables.
• Technical Skills: Competent in Word and PowerPoint. Extremely competent in Microsoft Outlook and Excel.
• Administrative Skills: Calendar management, meeting management, time management, strategic planning of tasks, travel management, heavy expense processing, phone management, client handling, event planning, heavy invoice processing, external client‑onboarding, detailed meetings minutes, and assist Head of Platform Services Team on several projects and tasks.
• Exceptional communication and interpersonal skills: A good candidate will be an active listener and clear communicator, both verbally and in writing. They must communicate pro‑actively, anticipating the needs of their managers and escalating issues as necessary – utilizing tact and confidentiality. Be an excellent team player.
• Excellent organizational skills: Must have the ability to multitask and prioritize work based on potential impact. An excellent candidate is detail oriented, flexible and enjoys the administrative challenges of supporting executive level employees.
• Exhibit initiative and resourcefulness to get tasks done quickly and efficiently with a high degree of professionalism