We are looking for an organized and proactive Office Assistant to support daily workplace operations in Boston, Massachusetts. This Long-term Contract position is ideal for someone who can balance administrative coordination, executive support, and vendor communication in a fast-paced office environment. The role will help maintain an efficient, welcoming, and well-supported workplace while ensuring key office processes run smoothly.
Responsibilities:
- Partner with leadership to communicate office needs, monitor daily operations, and help improve administrative workflows and procedures.
- Track inventory levels for workplace supplies and arrange timely purchasing of materials, equipment, and office essentials.
- Maintain organized and accurate administrative records, files, and other office documentation.
- Review and process vendor billing, follow up on approvals, and help ensure invoices are paid within required timeframes.
- Provide day-to-day administrative support to executives, including preparing materials and handling routine coordination tasks.
- Organize calendars, schedule meetings and appointments, and resolve conflicts to keep priorities on track.
- Support employee onboarding activities, maintain personnel records, and assist with general HR-related coordination.
- Arrange employee travel logistics, including bookings and itinerary support, while managing related details.
- Oversee office services and workplace events by coordinating catering, happy hours, maintenance requests, and external service providers, while also guiding and supporting the office assistant team as needed.
- Previous experience in office administration, executive support, or a similar workplace coordination role.
- Proficiency with Microsoft Excel and confidence handling administrative tracking and reporting tasks.
- Experience managing multiple priorities such as scheduling, vendor communication, and invoice processing.
- Strong organizational skills with the ability to maintain accurate records and documentation.
- Clear and effective communication skills for working with leadership, employees, building management, and outside vendors.
- Ability to support onboarding and general HR administrative processes with discretion and attention to detail.
- Experience assisting with travel arrangements, office events, or bulk mailings is preferred.