Administrative Assistant I

Talentify; Boston (MA); On-site; USD 52,000 - 70,000; Full time

Job summary

Talentify in Boston is seeking an Administrative Assistant to support the Head of Platform Services and a fast-paced global team.

You will coordinate travel, process invoices, prepare reports in Excel and PowerPoint, manage calendars and distribution lists, and assist with events and onboarding. This role requires strong communication and organizational skills in a dynamic environment.

Qualifications

• Strong organizational skills and proactive, forward-thinking approach.
• Experience developing procedures and controls; policy development and deployment (e.g., T&E).
• Experience supporting senior stakeholders and coordinating heavy invoice processing and onboarding.

Responsibilities

• Provide direct support to the Head of Platform Services on various projects.
• Coordinate logistics for internal/external events and client meetings; on-site and off-site.
• Plan travel, manage expense claims, and maintain Outlook distribution lists.
• Prepare reports using Excel and develop PowerPoint presentations for client meetings.
• Manage incoming/outgoing calls, and assist with hour tracking and attendance tools.

Skills

Organizational skills

Proactive

Forward-thinking

Solutions oriented

Excellent communication

Administrative support

Travel planning

Event coordination

Outlook distribution

Excel / PowerPoint

Tools

Outlook

Excel

PowerPoint

Concur

Tableau

SailPoint

ivalua

Job description

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.
• An Administrative Assistant will make use of several application systems including:
• ivalua – Supplies and IT Procurement.
• My IT / SailPoint – Request management tool for IT application security activities.
• Concur – Travel scheduling and expense reporting.
• Tom Net and Clock Net – Staff attendance and work hours tracking.
• UPS – Express mail labeling and postage.
• Microsoft Outlook
• Microsoft Office Suite with a strong focus on Excel and report management.
• Tableau
• Administrative Assistants are expected to partner and coordinate with other assistants in multiple locations, to ensure seamless support coverage is provided to all of our Global Markets & Banking Staff. This
• includes but not limited to providing coverage to Executives which are not their normal priority while other assistants are off-desk.