Temporary Administrative Assistant

Career Group; Boston (MA); On-site; USD 28,000 - 39,000; Full time

Job summary

Career Group is recruiting a Temporary Administrative Assistant for our Boston client to support a busy executive team. This onsite role runs about 6 months, starting asap, with potential extension.

Responsibilities include calendar and travel coordination, meeting support, invoice processing, and document preparation, while handling confidential information with professionalism. Proficiency in Word, Excel, PowerPoint and Outlook is required.

Qualifications

• Proficiency in Word, Excel, PowerPoint and Outlook required.
• High attention to detail and ability to handle confidential information.
• Self-starter with problem-solving and follow-up skills.
• Must be able to prioritize time-sensitive tasks.

Responsibilities

• Provide high-level administrative support to senior executives.
• Coordinate complex meetings, calls, and logistics.
• Manage a high volume of phone calls with professionalism.
• Support onboarding and employee changes.
• Organize shipment of literature and materials to clients.
• Prepare correspondence, memos, reports, and documents.
• Maintain calendars and travel arrangements; process expense reports.
• Handle invoices and payments monthly.

Skills

Word

Excel

PowerPoint

Outlook

Job description

Our client, a financial services firm, is seeking a Temporary Administrative Assistant to join their Boston team!

This position starts asap and will last for about 6 months, with potential to extend.

Hours: 8:30am - 5:30pm

*Fully Onsite

Responsibilities:

• Provide high-level administrative support in a complex team environment to senior executives and leadership.
• Coordinate complex internal and external meetings, conference calls, and related logistics.
• Manage a high volume of phone calls and interact professionally and effectively with senior-level business leaders.
• Provide administrative support to internal and external managers and clients.
• Organize and coordinate the shipment of literature and materials to clients.
• Respond to and follow up on client requests in a timely and professional manner.
• Maintain complex, detailed calendars while prioritizing meeting requests and coordinating related logistics.
• Coordinate high-volume domestic and international travel arrangements and process expense reports.
• Prepare and distribute correspondence, memos, letters, reports, and other documents as needed.
• Maintain a strong understanding of firm policies and independently resolve administrative issues as appropriate.
• Manage monthly invoices and coordinate payments.
• Support onboarding and employee changes, including new hires, transfers, and terminations.
• Assist with general administrative duties, including copying, filing, archiving, and other office support.
• Participate in ad hoc projects, committees, and group events as needed.
• Order office supplies and maintain well-stocked inventory.

Qualifications:

• Proficiency in Word, Excel, PowerPoint and Outlook required
• High attention to detail.
• Ability to handle highly sensitive, confidential and non-routine information.
• Self-starter with excellent anticipation skills; problem solving; follow up.
• Demonstrated dependability and sense of urgency about getting results.
• Must be able to prioritize a variety of time-sensitive tasks.
• Must have excellent judgment; independent thinker and resourceful.
• Team player with a positive attitude.
• Highest degree of integrity, professionalism, diplomacy and discretion required.
• Prefer 5+ years of experience