Administrative Assistant

Boston, MA | Direct Hire

Job ID: 4746 Category: Accounting/Finance

A Boston-based investment firm is looking for an administrative assistant. This role will be at the heart of our clients’ business operations and activities and will require strong communication skills. In addition to being organized and analytical, this role requires the ability to anticipate administrative needs in advance, resolving issues before they arise.

 

Responsibilities:
  • Manage small projects and get them done effectively, on time and under budget
  • Keep track of multiple third party vendors and employees, getting regular reports on project status, providing updates with Asana
  • Maintain company budget, pay bills, update QuickBooks
  • Set up and confirm appointments and respond to emails as needed
  • Log all meetings, phone calls and possible future appointments in the appropriate calendar including details and directions if necessary
  • Maintain and update Asana daily (or more frequently as needed)
  • Follow up with Managing Member, other employees and third parties as necessary to get projects completed on schedule
  • Maintain and organize email inbox and contacts and send out emails on behalf of the Managing Member
  • Scan and add to Evernote or Google Docs as appropriate and manage subscriptions
  • Find, print & save transcripts, presentations, financial reports, etc. for companies and log all data in Evernote or Google Docs as required
  • Research and book all flight, car rental, and hotel arrangements via travel sites (do not use travel agent)
  • Add all information to calendar including confirmations numbers, total amount of hotel, seat number, etc.
  • Write up a full itinerary (flights, hotels, point-to-point transportation, meeting information, emergency phone number ’ s)
  • Check and check passport/visa requirements for International travel and help with managing and reporting expenses and receipts

 

Qualifications:
  • BA/BS degree or equivalent experience
  • 7 to 10 years’ administrative experience supporting C-level staff
  • Google (Gmail, Calendar, Docs, etc.) Excel, QuickBooks, Evernote, Salesforce, & Asana
  • Experience serving as a project lead from conception to completion
  • Working knowledge of budgets and basic accounting (CPA not required)
  • Expectation of complete confidentiality on all business matters

 

To apply:
  • Forward your most up to date resume in a Microsoft Word document
  • Please include your phone number and preferred email address

 

Hire Partnership, LLC | www.HirePartnership.com

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