Receptionist / Administrative Assistant

Davita Inc.; Boston (MA); On-site; USD 40,000 - 60,000; Full time

Job summary

A leading company in Boston is seeking an office administrative assistant to provide support in managing office operations. The ideal candidate will have extensive experience in office tasks, exceptional communication skills, and an ability to work in a vibrant team atmosphere. Responsibilities include greeting clients, phone management, and ensuring the office environment is maintained. Join a supportive workplace that values work-life balance and professional development opportunities.

Benefits

Medical, dental, vision insurance

401k and profit sharing

Bonuses

Tuition reimbursement programs

Paid holidays and time off

Wellness programs and activities

Qualifications

• Minimum 3 years as an office or administrative assistant.
• Proficient in Microsoft Office (Outlook, Word, Excel).
• Strong organizational skills and collaborative attitude.

Responsibilities

• Meet and greet clients and visitors.
• Handle incoming calls and manage office mail.
• Keep office areas clean and orderly.

Skills

Multitasking

Communication

Organizational

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Bluebeam

Job description

Your Role

This person will be the first point of contact for our clients, vendors, and staff. The person represents Gensler values and professionalism and demonstrates our high level of client service. The ideal candidate is passionate about communication and service and thrives in an energetic team environment. This position will support a busy and thriving office by maintaining aesthetic appearance, cleanliness, and function of a high-end office environment.

What You Will Do

• Meet and greet staff, clients and visitors and ensure they are directed to the appropriate meeting place when applicable
• Handle incoming calls (screen calls, forward calls, take/distribute messages)
• Manage all office mail (USPS) and packages (courier, FedEx, and UPS)
• Assist with office printing and storage needs (Supporting presentations, organizing project materials, etc.)
• Provide Studio Coordinator support including assisting Studio Directors and Principals with administrative needs, organizing studio meetings, staffing, timecard collection, PTO tracking, financial tracking, PDP coordination, and proposal/presentation preparation as needed.
• Keep office areas such as reception, common areas, and pantries in a clean and orderly condition
• Maintain readiness of conference rooms and reception area
• Manage visitor coordination (enter visitors into building log, provide directions)
• Assist other administrative staff with meeting set-up and take-down
• Assist with office facilities and maintenance requests
• Manage additional responsibilities as assigned

Your Qualifications

• Minimum of 3 years of experience as an office or administrative assistant
• Ability to multitask effectively
• Collaborative and team-oriented attitude
• Approachable personality with excellent communication skills
• Experience working directly with senior staff
• Strong organizational skills to manage multiple deadlines
• Ability to work with diverse teams in a fast-paced environment
• Proficiency in Microsoft Outlook, Word, Excel; Bluebeam preferred
• Willingness to assist beyond core responsibilities
• Proactive and take initiative
• Availability to work 8:30 a.m. to 5:30 p.m. and additional hours as needed

Life at Gensler

At Gensler, we value a healthy work-life balance with activities like art exhibits, design competitions, and "Well-being Week." Our benefits include medical, dental, vision, disability, wellness programs, flex spending, paid holidays, paid time off, 401k, profit sharing, employee stock ownership, and bonuses. We support professional development through license and tuition reimbursement programs.