Office Assistant

Jaros, Baum & Bolles (JB&B); Boston (MA); Hybrid; USD 40,000 - 41,000; Full time

Benefits offered by this job

401k employer match

Stock options

PTO

Volunteer program

Employee resource groups

JB&B University training

Job summary

Jaros, Baum & Bolles (JB&B) in Boston seeks an Office Assistant to manage daily office operations, greet clients, handle communications, data entry, and general administration. The role requires on-site work five days a week, with occasional remote Fridays, and opportunities to coordinate events and initiatives.

The ideal candidate will have 2+ years of administrative experience, a strong professional demeanor, and proficiency with Microsoft Office and related tools.

Qualifications

• Strong self-starter able to work independently and proactively.
• Excellent communication with professional demeanor across all levels.
• Ability to handle confidential information with good judgment.
• Detail-oriented with strong organizational skills.
• On-site work Monday–Friday with some Fridays remote.

Responsibilities

• Manage daily operations of the Boston office and be the primary point of contact for office requests.
• Establish and maintain relationships with vendors, building management, and service providers.
• Coordinate maintenance, repairs, furniture servicing, and workspace improvements.
• Monitor office supply inventory and draft budget proposals.
• Serve as receptionist and direct incoming calls as needed.
• Oversee office floor plan and workstation moves with senior staff.
• Plan and implement office initiatives and employee engagement events.
• Coordinate office events, volunteer activities, and internal communications.
• Support hiring, onboarding, and internship programs.
• Oversee CRM and JBBU platform, including updates and materials.
• Ensure safety and security procedures and coordinate Emergency Action Plan.
• Maintain master calendar and schedule conferences and internal meetings.

Skills

Self-starter

Team collaboration

Communication

Confidentiality

Attention to detail

Office software proficiency

Education

High school diploma or GED

Bachelor’s degree preferred

Tools

Microsoft Word

Excel

PowerPoint

Outlook

SharePoint

Airtable

Canva

Camtasia

Docebo

Job description

Join JB&B and shape the future of the built environment!

Founded in 1915, Jaros, Baum & Bolles has been a pillar of engineering innovation in New York City for over a century. Specializing in mechanical, electrical, plumbing (MEP), JB&B has contributed to some of the most iconic buildings.

In October 2025, JB&B joined forces with Trinity Consultants, a global consulting firm focused on the natural and built environments. JB&B now operates within Trinity’s Built Environment division, combining its deep expertise in high-performance building systems with Trinity’s strengths in acoustic design, facility operations, commissioning, and technology strategy.

This strategic merger expands JB&B’s capabilities and offers employees:

• Access to a broader portfolio of international projects and clients
• Enhanced career mobility across Trinity’s global network
• Interdisciplinary collaboration with experts in sustainability, environmental science, and digital infrastructure

About the Role

We are seeking an Office Assistant for our growing office in Boston, Massachusetts. The Office Assistant will be responsible for helping with the organization and administration of the daily operations of our Boston office. This position will handle incoming phone calls and other communications, greet clients and visitors, as well as data entry and other general office administrative duties and errands. The Office Assistant is expected to proactively coordinate, communicate, and problem solve throughout all day-to-day operations.

This position is required to work at our Boston office location 5 days a week.

Key Responsibilities

• Manage daily operations of the Boston office and serve as a primary point of contact for office-related requests
• Establish and maintain relationships with vendors, building management, and service providers.
• Coordinate office maintenance, repairs, furniture servicing, workspace improvements, and facility enhancements.
• Monitor office supply inventory and reorder as necessary. Draft budget proposals for the following year
• Serve as receptionist, answering and directing incoming calls as needed.
• Oversee the office floor plan and coordinate workstation/office moves with the Associate, Senior Office Manager.
• Create, plan, and/or maintain new office initiatives (including, but not limited to): Pet of the Month, JBB Trivia Tuesdays, and Coffee Club.
• Plan and execute employee engagement initiatives that foster connection, inclusion, and community across offices.
• Coordinate office events, celebrations, volunteer activities, recognition programs, and networking opportunities.
• Partner with Marketing and HR to create event communications, promotional materials, and employee outreach campaigns.
• Support employee resource groups, community initiatives, and cultural engagement programs.
• Support membership outreach, internal communications, recruiting efforts, volunteer programs, and community-building activities.
• Drive participation in office-wide and company-wide activities that enhance employee experience and strengthen JB&B culture.
• Coordinate logistics for internal company events, meetings, and catered lunches; occasional evening event coverage may be required with prior notice.
• Lead the planning and coordination of the Annual Client Ski Trip and track event metrics, expenses, participation and post-event outcomes.
• Assist one executive in the Boston office. Including: Calendar management, scheduling conflicts, meeting coordination, licensing, expenses, and timesheets.
• Handle all matters with confidentiality and discretion.
• Support new hire onboarding, including preparing workstations, welcoming new hires/interns, seating assignments, and providing office tours. Plan and coordinate a new hire welcome event
• Assist with internship programs, field trips, and new hire integration events.
• Oversee and maintain the Boston Office’s CRM system.
• Administer the business development external event scheduling, working closely with the Marketing department to manage the full event lifecycle.
• Manage the conference room calendar and handle scheduling conflicts with diplomacy.
• Oversee and maintain the master calendar. Creating weekly print outs and TV Displays
• Administer the JBBU platform. Edit and upload all JBBU Live Learning and eLearning materials including class recordings and slides. Assist with purchasing JBBU Rewards.
• Ensure compliance with safety and security procedures and policies.
• Serve as Emergency Action Plan Coordinator for the Boston office.
• Coordinate emergency response planning, training, CPR/AED certification efforts, and emergency team readiness.
• Maintain emergency documentation, staff assignments, and safety communications

Minimum Qualifications

• Strong self-starter with the ability to work independently and proactively.
• Ability to collaborate in a team environment while also working independently with minimal supervision.
• Excellent communication skills with a professional demeanor, capable of interacting with all levels of the organization and clients.
• Ability to exercise good judgment when handling confidential information.
• Strong attention to detail and organizational skills.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, SharePoint, Airtable, Canva, Camtasia, and Docebo.
• Ability to work on-site, Monday through Friday. With the option to work remotely on some Fridays
• Minimum of 2+ years of administrative or executive support experience.
• High school diploma or GED required; bachelor’s degree preferred.
• Experience in event planning.

Why Work at JB&B?

• Legacy + Innovation: Our company blends a rich history with forward-thinking design, including smart building systems and deep carbon reduction strategies.
• Collaborative Culture: With over 400 professionals, our company fosters mentorship, teamwork, and continuous learning.
• Global Impact: Now part of Trinity, our company offers opportunities to work on transformative projects across commercial, healthcare, aviation, life sciences, and data center sectors.
• Multiple office locations: New York, Boston and Philadelphia.

What We Offer

• Hybrid workplace offering the flexibility to work both from home and the office
• Comprehensive benefits package including 401k employer match and stock options
• Paid time off (PTO), volunteer program and employee resource groups
• Training and professional development courses through JB&B University

Estimated compensation range: $29.00 - $30.00 per hour (This is a non-exempt role, overtime eligible)

Jaros, Baum & Bolles is an equal opportunity employer. All qualified candidates will receive consideration for employment without regard to race, ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, marital status, military veteran status, unemployment status, or any other status protected by law.