Logistics Administrative Assistant

Top Financial Services Firm!
Boston, MA


Boston asset management firm is seeking an Administrative Assistant/Logistics administrator/ Receptionist to join their dynamic team. The Administrative Assistant will be responsible for overseeing vendors, managing supply inventories, and providing detail-oriented office administration to facilitate daily operations within the office space.

Position Responsibilities:

  • Provide logistical support for meetings including clearance of external guests with security, preparation of conference room and management of catering needs
  • Working in the office providing support to reception when needed
  • Responsible for ordering, receiving, and distributing inventory for two kitchens and two copy rooms
  • Coordinate with building facilities and external vendors as needed including security, food and beverage, plant maintenance, and cleaning staff
  • Greet and assist all guests, including clients and board members
  • Answer, screen and direct phone calls on a multi-line phone
  • Maintain multiple conference room calendars
  • Manage overall office maintenance while overseeing day-to-day office cleanliness
  • Retrieve, sort and distribute all mail including preparation and delivery of express mail
  • Manage and coordinate all evacuation protocols and drills for the firm with building management
  • Assist HR team with event planning as needed
  • Provide support to staff with other related clerical duties
  • Primary back up to President's Executive Assistant for phone coverage and additional back up for other administrative team members as needed

Qualifications:

  • Should be a very polished self-starter who will look for new opportunities to improve current processes
  • Work well under pressure and be able to handle pressing issues as they arise and escalate them accordingly
  • Excellent oral and written communication skills
  • Exceptional organization and time-management skills with strong attention to detail
  • Positive, professional and enthusiastic attitude and the ability to receive constructive feedback
  • Demonstrate ability to manage multiple priorities in an extremely fast paced environment
  • Must be willing to roll up his or her sleeves and have a proactive / team-oriented attitude
  • 2+ years of prior experience working in a similar role

Interested in this job?

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