Administrative Assistant

Johnleonard; Portsmouth (NH); On-site; USD 45,000 - 50,000; Full time

Job summary

JOHN LEONARD is seeking an Administrative Assistant to support day-to-day operations in a busy professional services environment. The role covers office administration, executive support, facilities, HR, marketing, accounts payable, technology and regulatory compliance, requiring strong organization, multitasking, and discretion.

The ideal candidate has 5+ years in related roles, excels at communication, and can manage multiple priorities with minimal supervision.

Qualifications

• 5+ years of experience in administrative support, office management, executive assistance, bookkeeping, or a related role.
• Advanced proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Experience with Salesforce, videoconferencing platforms, and general office technology.
• Strong organizational and time management skills.
• Ability to multitask, prioritize, and manage competing deadlines.
• Excellent written and verbal communication skills.
• Professional and polished interaction with clients, prospects, vendors and colleagues.
• Ability to handle confidential financial, client, and personnel information with discretion.

Responsibilities

• Serve as primary front-desk contact for visitors, deliveries, mail and inquiries.
• Maintain office supplies, common areas, and day‑to‑day operations; coordinate meeting logistics and parking.
• Maintain digital files and records; support smooth operation of the office.
• Coordinate calendars, travel itineraries, and scheduling; arrange gifts and special requests.
• Provide general administrative and executive support as needed by executives and teams.
• Assist with onboarding/offboarding, recruiting coordination, and marketing initiatives.
• Handle accounts payable, vendor communications, and W-9 collection; code expenses in Bill.com.
• Provide administrative support for broker-dealer compliance documentation; support FINRA compliance tasks.
• Liaise with IT/vendors; track technology devices and support tickets; assist with office tech.

Skills

Microsoft Office

Salesforce

Organizational skills

Time management

Multitasking

Communication skills

Discretion

Tools

Salesforce

Job description

Location: Portsmouth, NH | On-site 5 days/week

Salary Range: $45K-$50K

Schedule: Full-time | Monday-Friday, 8:30-5:30

Required: 5+ years of experience in administrative support, office management, executive assistance, bookkeeping, or a related role

Applicants must be authorized to work in the United States without sponsorship. This position is not eligible for employer-sponsored work authorization now or in the future.

About the Opportunity

We are seeking a confident, highly organized, and detail-oriented Administrative Assistant to support the day-to-day operations of a busy professional services firm.

This is a broad, hands-on position with responsibilities spanning office administration, executive support, facilities, human resources, marketing, accounts payable, technology, and regulatory compliance. The successful candidate will be comfortable managing multiple priorities, communicating with clients and vendors, and taking ownership of tasks from start to finish.

Qualifications & Skills

• 5+ years of experience in administrative support, office management, executive assistance, bookkeeping, or a related role
• Experience in a professional services environment preferred
• Advanced proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint
• Experience with Salesforce, videoconferencing platforms, and general office technology
• Strong organizational and time management skills
• Ability to multitask, prioritize, and manage competing deadlines
• Exceptional attention to detail and follow‑through
• Strong written and verbal communication skills
• Professional and polished approach when interacting with clients, prospects, vendors, and colleagues
• Ability to handle confidential financial, client, and personnel information with discretion
• Strong judgment and ability to work independently
• Proactive approach to identifying problems and improving processes
• Willingness to take ownership and contribute to a collaborative team environment

Key Responsibilities

Office Administration & Facilities

• Serve as a primary front‑desk contact for visitors, deliveries, mail, and general inquiries
• Maintain office supplies, common areas, and day‑to‑day office operations
• Coordinate meeting logistics, parking, and office arrangements
• Maintain digital files, records, and other administrative documentation
• Support the smooth and efficient operation of the office

Executive & Travel Support

• Coordinate calendars, business travel, itineraries, and scheduling
• Arrange gifts, flowers, cards, and other special requests
• Respond to ad hoc requests from executives, clients, and prospects
• Provide general administrative and executive support as needed

Human Resources & Marketing

• Assist with employee onboarding and offboarding, including paperwork, access setup, background checks, and candidate scheduling
• Support recruiting and interview coordination
• Assist with marketing initiatives, mailings, presentations, and promotional materials
• Provide administrative support for internal events and projects
• Coordinate vendor communications and documentation
• Code credit card expenses through Bill.com
• Collect and maintain vendor W-9 forms
• Assist with accounts payable and other basic bookkeeping‑related tasks

Compliance & Regulatory Support

• Provide administrative support to an affiliated broker-dealer
• Assist with FINRA and regulatory compliance documentation
• Maintain compliance manuals, paperwork, and calendars
• Assist with monthly brokerage statement reconciliation
• Coordinate compliance meetings and related administrative tasks

Information Technology

• Serve as a liaison with outside IT and telecommunications vendors
• Coordinate procurement and maintenance of laptops, mobile devices, and audiovisual equipment
• Track technology support tickets and follow up on outstanding issues
• Provide general administrative support for office technology

Founded in 1969, JOHN LEONARD, a woman-owned business, is the premier staffing choice in Boston and beyond. We provide Temporary/Contract, Direct Hire, Temp-to-Hire, and Payroll services as part of our comprehensive service offerings. JOHN LEONARD is an equal opportunity employer committed to representation, belonging, and accessibility in the workplace. All applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other characteristic protected by applicable law.