Job Description
Job DescriptionWe are looking for a highly organized Administrative Assistant to support daily scheduling and onsite meeting coordination in Quincy, Massachusetts. This Long-term Contract opportunity is ideal for someone who communicates confidently with both front-desk contacts and senior-level stakeholders while keeping events and calendars running smoothly. The role focuses on administrative support, meeting logistics, and catering coordination in a fully onsite environment.
Responsibilities:
• Coordinate onsite meetings by arranging schedules, confirming attendees, and managing logistics from start to finish.
• Work with internal teams and external vendors to organize meeting details and ensure a smooth experience for all participants.
• Oversee food and beverage arrangements for meetings and lunches, including placing catering orders and confirming delivery timing.
• Communicate professionally with a wide range of contacts, from reception staff to executive-level participants, to align calendars and meeting expectations.
• Maintain accurate scheduling records and provide administrative support for day-to-day office operations.
• Enter and update information in office systems and documents using Microsoft Office tools.
• Assist with inbound calls and general reception-related tasks as needed to support the broader team.• Experience in administrative support, office coordination, or a similar assistant role.
• Strong scheduling skills with the ability to manage multiple meetings and changing priorities.
• Excellent verbal and written communication skills across different levels of an organization.
• Proficiency with Microsoft Office applications.
• Ability to handle data entry and maintain accurate administrative records.
• Comfortable coordinating with outside vendors and internal stakeholders.
• Detail-oriented, organized, and dependable in a fully onsite work environment.