Administrative Coordinator

VIVA; Boston (MA); On-site; USD 50,000 - 65,000; Full time

Job summary

VIVA USA Inc is seeking an experienced administrative professional to manage front-office operations, serve as the primary information source for faculty, staff, and external visitors, and support the Dean’s Office with events, scheduling, and project coordination. The role requires strong communication and organizational skills and proficiency in Microsoft Office and collaboration tools.

The ideal candidate will handle calendar management, travel logistics, email routing, and records

Qualifications

• High-level office exp and/or College grad.
• Strong written communication and copy-editing skills.
• Excellent interpersonal and communication skills.
• Ability to work independently with minimal supervision and direction.

Responsibilities

• Front office reception duties.
• Serving as principal contact and source of information for customers.
• Welcoming guests and managing the front suite, phone, mail, and logistics.
• Financial support and expense tracking; Concur reports handling.
• Records management and updating team resources on SharePoint.
• General office support and project coordination; backup for team members.
• Calendar support and meeting coordination; arrange Zoom or in-person meetings.
• Travel coordination including reservations; email management and follow-up actions.

Skills

Office software proficiency

Scheduling

Email management

Communication skills

Education

College degree or equivalent

Tools

Microsoft Office Suite

SharePoint

OneDrive

Zoom

Concur

Buy-to-Pay/Procurement systems

AI tools (ChatGPT/Claude)

Job description

Coordinates and has direct responsibility for a program, project, event or program. Creates and implements administrative systems to manage area of responsibility. Serves as main source of information, effectively responding to inquiries from potential customers, participants, academic collaborators. Prepares and maintains records, reports, budget and plans. May maintain a web page, website, or program materials.

Requires 2 to 3 years of related experience, excellent interpersonal and communication skills. Ability to work independently with minimal supervision and direction. Able to plan, prioritize, and track work. Basic or better proficiency on common office software.

Plays a key role in supporting the Client’s Office as part of a team supporting the Dean of the Faculty. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. Requires excellent communication and interpersonal skills, ability to work as part of a team and independently.

Performs a wide range of administrative activities including, but not limited to:

• Front office reception duties
• Serving as principal contact and source of information for customers of the office including faculty, students, staff, and external people.
• Plays a key role in the front suite by welcoming guests to the Client’s Office; answering the phone, receiving mail.
• Financial support
• Concur reports preparation, accounts payable coordination, tracking of payments and expenses as needed.
• Records management
• Creating, managing and updating records. Including updates to team resources on SharePoint.
• General office support and project management
• Supports the client’s office team by providing backup support to other team members; coverage during vacations and other time off; support for shifting priorities, including ad-hoc project management and tracking.
• Meeting support
• Secure and set up meeting space; arrange and support Zoom meetings as needed; arranging catering orders; may attend meetings by Zoom or in person to provide logistical support.
• Coordinate logistics for meetings, including room reservations, technology setup, and materials preparation as needed.
• Calendar support
• Supports Senior Executive Assistant and Briefings Coordinator with calendar review to assure accurate and timely updates to the client’s schedule, as well as prioritizing scheduling queue with Client’s Office team.
• Briefing support (backup)
• Gathers briefing materials, bios, and other advance materials.
• Takes initiative to help identify holes in client’s briefing materials and take steps to remedy; research background on attendees as needed; prepare informative and concise bios.
• Travel Support
• Supports travel coordination including booking reservations (ground transport, air travel, hotel bookings, etc.) and other logistics.
• Email management
• Reviewing, routing, answering, and monitoring follow up actions on email correspondence on behalf of the office.
• Additional duties as required.

Successful person in this role will be flexible, professional, accountable, brings a can-do attitude, and is a team player. Able to learn systems and be consistent in written materials, offer system improvements when able. Requires ability to rapidly learn client and office policies and procedures. Strong experience in Microsoft Office suite, Outlook, and SharePoint; experience in complex calendar management, word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, and email. Uses internet and online conference applications (Zoom, Teams).

EXPECTATIONS:

• Quickly learn structure of office
• Understand who is on 10th Floor Leadership and Client’s Council, and all other client leadership.
• Learn the academic departments and office names and related contacts for each
• Share and manage projects/tasks jointly with other colleagues in collaborative manner
• Take direction and correction well, take responsibility for changes and proactively take steps to ensure processes are correctly carried out
• Willingness to dig in on projects and tasks and see through to completion
• Ask pertinent questions to resolve potential issues proactively

HARD SKILLS WE ARE LOOKING FOR:

• High-level office exp and/or College grad
• Office and Outlook
• Scheduling
• Email/correspondence
• Excellent written communication and copy-editing skills required

SOFT SKILLS WE ARE LOOKING FOR:

• Professional, friendly, helpful
• Communication, written and spoken

The ideal candidate has executive-level administrative or higher education experience, thrives in a highly visible front-office environment, provides exceptional customer service, manages communications professionally, and can confidently represent the Client’s Office with faculty, staff, and visitors.

Strong Communication (Written and Verbal) to visitors and Client’s Office

High level of professionalism as they are guest and visitor facing

Required/Preferred familiarity with:

• Microsoft Office Suite
• SharePoint
• OneDrive
• Zoom
• Concur (strong preference)
• Buy-to-Pay/Procurement systems (nice to have; transferable experience acceptable)
• AI tools such as ChatGPT or Claude (plus, not required)

Notes:

Onsite

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status