Executive Admin & Travel Coordinator - On-site 4 days

US Tech Solutions; Boston (MA); On-site; USD 52,000 - 68,000; Full time

Job summary

US Tech Solutions in Boston is seeking an on-site Administrative Assistant to provide day-to-day support for a busy team. The role involves managing calendars, coordinating travel, processing expenses, and assisting with meetings and reporting.

The position requires 4 days in the office per week and an ability to handle onboarding/offboarding tasks, invoicing, and event coordination. Strong MS Office skills are essential, along with flexibility for additional duties.

Qualifications

• Bachelor’s Degree, Associate’s Degree, or equivalent experience.
• Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook; presentation/document skills helpful.
• Familiarity with Concur, SharePoint, and Ariba.

Responsibilities

• Provide day-to-day administrative support, including travel coordination, expense reporting, calendar management, and team meeting logistics (agendas, notes, and follow-ups as needed)
• Coordinate all aspects of travel, including booking flights, hotels, and car service; preparing itineraries; and supporting international travel requirements as needed
• Manage calendars in Outlook by scheduling meetings and conference calls, resolving conflicts, coordinating rooms, and supporting video conference setup and materials
• Prepare and submit expense reports in a timely manner; follow up on discrepancies and missing receipts to keep records current
• Handle additional administrative tasks such as maintaining and distributing reports, managing distribution lists, submitting technology requests, preparing copies, ordering office supplies, coordinating equipment needs, routing mail/packages, and greeting guests
• Support internal business initiatives and help produce polished, high-quality documents and presentations
• Assist the team with onboarding and offboarding activities for employees; Process invoices and create funding requests using internal platforms
• Help coordinate client gifts, meal reservations, and team events to support relationship-building and culture
• Support ad hoc projects and provide backup coverage for other administrative assistants, as needed

Skills

Bachelor’s Degree

MS Office

Travel coordination

Presentation skills

Education

Bachelor’s Degree, Associate’s Degree, or equivalent experience

Tools

Concur

SharePoint

Ariba

Job description

US Tech Solutions in Boston is seeking an on-site Administrative Assistant to provide day-to-day support for a busy team. The role involves managing calendars, coordinating travel, processing expenses, and assisting with meetings and reporting.

The position requires 4 days in the office per week and an ability to handle onboarding/offboarding tasks, invoicing, and event coordination. Strong MS Office skills are essential, along with flexibility for additional duties.