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Administrative Assistant

Boston, MA 02114

Posted: 10/01/2024 Employment Type: Contract Job Category: Administrative Job Number: 623696 Country: United States Is job remote?: No

Job Description

23/hr

Administrative Assistant 
7-month contact 
Boston MA

Must Haves: 
  • High school diploma or equivalent required
  • 3+ years of administrative work experience required 
  • 3+ years of experience supporting Sr leadership in a large organization
  • Managing multiple Sr leadership calendars
  • Scheduling international meetings and time zones, room booking, larger scale meetings
  • Event management, working with outside vendors
Preferred 
  • Bachelors Degree
Job Summary/Description:
  • Complex Calendar Management: Proactively manages the leader's calendar in a timely and accurate manner. Includes scheduling of meetings and events, resolution of conflicts, recommends meetings and calendar updates/modifies based on anticipation of needs grounded in organizational context.
  • Meetings and Events: Plan and coordinate team meetings and events of varying sizes and complexity; includes venue selection, ordering catering, tracking expenses, agenda creation, material preparation, A/V resource planning, and coordinating communications to the attendees.
  • Communications: Under the leader's direction, write, contribute and/or edit draft communications, involve appropriate stakeholders and gain final approval. May manage distribution lists and send communications on the leader's behalf.
  • Travel: Obtain trip approvals, book domestic and international business travel; secure visas, maintain travel profiles
  • Expenses: Track and submit expense reports, reinforce Policy w/team members
  • On/Off boarding: Help ensure successful on/off boarding of team members; may include equipment procurement and supply management, space planning, scheduling meetings, assisting with communications and/or helping the leader to remember his/her action items.
  • Presentations: Produce and/or edit high quality PowerPoint or Keynote presentations
  • Organization Chart Management: Handle the creation and maintenance of organizational charts as needed
  • Budget Tracking: may assist leader with tracking of expenses
  • Support team plans, projects, activations or other deliverables as needed
  • Serve as the main point of contact for administrative questions from the team
  • Provide coverage for other leaders where temporary administrative needs exists
  • Strong written and verbal communication skills; ability to work and communicate effectively with a variety of personalities including senior level executives
  • Proven ability to work in a fast-paced, results-oriented, team environment with sometimes high levels of ambiguity and independence
  • Organize, prioritize and appropriately handle highly confidential and sensitive information Proficiency using required software as well as internal systems
  • Be a connector - take initiative and seek connection on behalf of other people to solve problems and answer questions
  • Ability to occasionally work outside of core business hours
  • Familiarity with Microsoft Suite, Slack, Box, and Concur preferred

The staffing industry has seen an increase in people falsely representing themselves as recruiters to gather personal information from job seekers. For your safety, do not provide sensitive data to anyone you have not spoken with thoroughly, never provide banking information during the application process and always double check the email address of the Recruiter to ensure it’s from an official Planet domain (@theplanetgroup.com, @theplanetforward.com, @planet-technology.com, @planet-pro.com, @planetinteractive.com, @pfes.com, @launchcg.com, @planet-pharma.com, @planet-healthcare.com) - and not a domain with an alternative extension like .net, .org or .jobs.

The Planet Group and our companies are equal opportunity employers. It is our practice not to discriminate against any employee or applicant based on any criteria, condition or basis protected by laws or regulations in the locations where we do business. All qualified applicants are encouraged to apply. We celebrate diversity and are committed to providing an environment of mutual respect. We believe that diversity, equity and inclusion enable us to better meet our mission and values while serving our clients across the globe. If you have a disability or handicap and would like us to accommodate you in any reasonable way, please inform your recruiter, or contact us, so that we can discuss the appropriate alternatives available.

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About Boston, MA

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