Project Assistant Jobs in Chelsea, MA

Job Title: Administrative & Material Control Assistant Employment Status: Full time, Hourly Department: MBTA Warranty Job Responsibilities Document Management: Maintain and update document filing systems, including car history books. File delivery and shipping documents. Reporting & Data Management: Responsible for creating daily, weekly, and monthly project status reports. Maintain accurate records and an electronic database of all project elements. Logistics & Inventory: Track daily delivery schedules from suppliers and perform visual inspections. Maintain records for material inventory, delivery schedules, and inventory organization. Prepare and coordinate outbound goods shipments, including claims for returned goods. Quality Assurance: Create Nonconformity Reports (NCRs) and follow up with suppliers. Review and discuss MBTA warranty claims. Administrative Support: Process and transmit accounting documents in the ERP system. Process and forward payroll and timekeeping documents. Support the Testing & Commissioning Manager. Perform other duties as required. Experience/Skill Requirements 3-5 years of experience in an administrative role. Proficiency in MS Office and familiarity with general office equipment. Excellent written and verbal communication skills, organizational skills, attention to detail, and the ability to multi-task. Education Requirements Associate or Bachelor's degree. Job Requirements Bilingual Korean/English preferred. Must be currently authorized to work in the U.S. (no sponsorship available). Job Type: Full-time Pay: $25.00 - $35.00 per hour Benefits: 401(k) 401(k) matching Dental insurance Health insurance Vision insurance Ability to Commute: Boston, MA 02136 (Required) Work Location: In person

ABOUT OUR CLIENT: MP's client believes that a building doesn't simply provide shelter. It houses productivity, fuels growth, enables innovation and manifests culture. For 35 years our client has focused on design build as a construction method for its accountability, honesty and transparency. They are strategic designers, pragmatic spenders and tactical in execution, taking projects from architectural ideation through final completion. They don't just build structures, they build character, integrity and optimism in the possible as guarantors of strategic design. Our client is searching for a Project Administrator that will help ensure the successful execution of construction projects for the Corporation. This position will provide administrative support to the CFO, project teams and clients throughout all phases of the design build process. The Project Administrator will be responsible for managing and organizing project documentation including contracts, subcontracts, change orders and other essential agreements. This position also includes insurance coordination with agents to ensure compliance with prime contract terms, subcontractor insurance compliance, and claims coordination. The incumbent will work closely with legal, planning and project management teams. WHAT YOU WILL BE DOING: New Project Set up o Assist in setting up new projects within the project management system. Ensure all necessary documentation is in place including prime contracts, subcontracts and initial project timelines. o Coordinate relevant stakeholders to ensure all project details are accurately recorded in internal systems. o Prepare and organize project folders, both physical and digital, ensuring all relevant documentation is available for immediate access. Contract Administration and Change Orders o Support the project planning team by ensuring all contracts are accurately drafted and comply with company standards and legal requirements. o Collaborate with senior management and legal counsel to finalize contracts ensuring alignment with business goals and compliance with industry regulations. o Work closely with project managers to process and document prime contract change orders and ensure they are approved by relevant date parties. Subcontractor and Vendor Management o Manage the process for issuing subcontracts and ensuring that all subcontractor agreements are properly executed. o Assist in maintaining an up-to- directory of subcontractors and vendors, ensuring all information is accurate and accessible. Legal Coordination and Compliance Support o Coordinate with legal counsel to address any legal concerns related to the project, including disputes, compliance issues, and potential liabilities. o Assist with the preparation of documentation for legal disputes, claims, and resolutions as needed. Insurance Coordination o Work with insurance agent on prime contracts and subcontract insurance requirements. o Submit insurance claims as required. o Manage COL tracking WHAT YOU NEED: Minimum of 2 years of experience in project administration, construction or legal support, preferably in the construction field. Understanding of construction contracts, insurance, and project management processes. Excellent organizational skills with the ability to manage multiple projects simultaneously. Proficiency with Microsoft Office Suite (Excel, Word, PowerPoint) and construction management software (e.g., Procore, DocuSign) Experience with AIA contract documents, a plus. ADDITIONAL INFORMATION: Onsite: Natick, MA corporate Office Schedule: Monday - Friday Reports to: CFO Generous PTO, medical, dental, vision, 401k match and more! Compensation: $65-$75k base plus bonus Opportunity

Contract Length: 1 year (with potential for extension or conversion to FTE based on performance and business needs). We are looking for a highly organized and detail-oriented Admin Assistant IV to provide support to our Ventures Team and executives. This role requires strong administrative, event planning, and office management skills, and the ability to manage multiple priorities in a dynamic and fast-paced environment. The Admin Assistant will play a key role in coordinating day-to-day activities, scheduling meetings, handling travel arrangements, and supporting the team's initiatives. Key Responsibilities: General Administrative Support: Provide comprehensive administrative assistance to the VP and the Ventures team, ensuring smooth daily operations. This includes calendar management, travel scheduling (both domestic and international), and expense reporting. Event Planning and Coordination: Organize internal and external events, including catering, meetings, and receptions. Handle logistics such as invitations, scheduling, and follow-up to ensure flawless execution. Office Management: Maintain an organized office environment, including managing front desk/reception duties, overseeing supplies, and acting as the main point of contact for facilities issues. Ensure the office space is presentable and equipped with necessary refreshments and supplies. Communication Management: Act as a liaison between internal and external stakeholders, including high-level executives. Ensure sensitive information is handled with confidentiality and discretion. Travel and Expense Management: Coordinate complex travel itineraries and manage travel-related expenses using Concur. Ensure all expense reports are accurate and submitted on time. Team and Cross-Functional Support: Proactively track and manage the calendar of the VP and team, anticipate scheduling conflicts, and coordinate all meetings efficiently. Reporting and Documentation: Draft and maintain reports detailing the Ventures team's activities. Ensure accurate documentation of important meetings and events for cross-functional stakeholders. New Employee Onboarding: Support new team members by coordinating their office setup and assisting with the onboarding process. Technology Utilization: Effectively use Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), SharePoint, and Visio to create reports, presentations, and documents. Knowledge Management: Assist in process improvements and knowledge management initiatives. Support audits and implement improvements to optimize team efficiency. Key Behavioural Preferences: Executive presence with the ability to interact confidently and professionally with leadership. Ability to multitask, prioritize, and adapt in a fast-paced environment. Strong organizational skills with an eye for detail. Proactive in anticipating needs and solving problems. Ability to remain calm and composed under pressure. A “Make it happen” attitude with a persistent and positive approach to challenges. High level of professionalism, diplomacy, and discretion in all interactions. Requirements: Education: Some college preferred. Experience: 7+ years of administrative experience supporting executives, preferably within the pharmaceutical industry or a Contract Research Organization (CRO). Technical Skills: Intermediate to advanced proficiency in Microsoft Office Suite, Concur, SharePoint, Visio, and OrgPlus. Leadership Skills: Some leadership or supervisory experience is desirable. Flexibility: Ability to adapt to changing schedules and daily demands. Other: Must be detail-oriented, dependable, and able to manage multiple competing priorities. About US Tech Solutions: US Tech Solutions is a global staff augmentation firm providing a wide range of talent on-demand and total workforce solutions. To know more about US Tech Solutions, please visit ************************ US Tech Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. Recruiter's Details: Name: Shivani Email: ************************************ Internal ID: 25-33032

We are seeking a highly organized and proactive Administrative Assistant with exceptional communication and project management skills to support our Global Markets & Banking team. The ideal candidate will have a strong background in providing comprehensive administrative support, including managing senior stakeholders' requirements and handling multiple complex tasks in a fast-paced environment. Key Responsibilities: Provide direct support to the Head of Platform Services, ensuring timely completion of deliverables. Develop and maintain project plans, demonstrating excellent organizational skills and attention to detail. Support policy development and implementation, including new procedures for T&E, Gifts, and Entertainment. Coordinate logistics for domestic and international travel, process expense claims, and manage invoices. Schedule and manage WebEx meetings, with operator assist functionality for video and audio conferencing. Plan and execute internal and external events such as roadshows, teambuilding activities, workshops, and client meetings. Handle phone calls, visitor logistics, and maintain up-to-date email distribution lists. Prepare and modify departmental reports and take minutes during high-level financial meetings. Create and edit presentations in PowerPoint for client meetings. Collaborate with administrative teams across locations to ensure seamless support coverage. Manage office applications such as Microsoft Outlook, Excel, PowerPoint, and specialized systems including ivalua, Concur, SailPoint, and Tableau. Required Qualifications: Education: Bachelor's degree or higher, with a solid understanding of Front Office operations and administrative services in a financial institution. Experience: 3-5 years of proven experience as an Administrative Assistant, supporting multiple levels of an organization. Technical Skills: Proficiency in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint), with strong Excel and report management expertise. Experience with Concur, Tableau, and IT procurement systems is a plus. Project Management: Strong skills in developing and managing project timelines, ensuring timely completion of all platform deliverables. Administrative Expertise: Experience in managing calendars, coordinating travel and meetings, handling expenses, processing invoices, and managing client onboarding processes.

Job Title: Administrative Assistant Job Location: Lexington, MA 02420 (Hybrid - -Candidate will work onsite 3-4 days/wk. (minimum of 3 days but could be 4)) Onsite Requirements: Scheduling MS Outlook Adobe Job Description: Manage and maintain the CISO's schedule, ensuring efficient time management. Coordinate and schedule meetings, briefings, and conference calls with internal and external stakeholders. Prepare meeting agendas, take detailed minutes, and track action items for follow-up. Handle sensitive and confidential information with discretion. Responsibilities will involve prioritization, coordination, implementation, and follow through of all administrative workflow within the group to include shopping, timesheet entry, travel, work orders, visit requests, etc. Experience utilizing various electronic tools, schedule/coordinate travel, candidate interviews, distinguished visits, meetings, conferences, seminars, etc. Will provide phone and on-site coverage to the group office. Will provide guidance to group membership regarding Lincoln policy and procedure specific to workflow processes (Travel, Purchasing, Security) and requirements. Will coordinate service needs for office equipment and maintain inventory of office supplies. Will strive to create a positive and productive work environment and utilizing self-initiative, create efficiencies of processes and enhanced communications. Required Skills: Previous experience as an executive admin supporting leadership positions. Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Advanced Outlook and calendaring skills required. Advanced PowerPoint skills required. Excellent organizational, time management, and multitasking abilities. Strong written and verbal communication skills with attention to detail. Ability to balance and prioritize multiple task items in a very fast-paced environment. Ability to handle sensitive and confidential information with discretion. Experience in preparing reports, presentations, and tracking action items. Strong problem-solving skills with the ability to work independently

A prestigious hospital in Boston is looking for an Administrative Assistant to join their administrative team. A great place to challenge yourself, learn new skills and grow a career. **onsite for the first 90 days and then hybrid, once trained. Job Duties: Greet and assist patients, visitors, and staff in a professional and courteous manner. Answer and direct phone calls, take messages, and respond to inquiries. Schedule patient appointments and coordinate follow-ups. Maintain and update patient records in electronic medical record (EMR) systems. Process insurance forms, billing, and other administrative paperwork. Assist with data entry, filing, and document organization. Coordinate meetings, prepare agendas, and take meeting minutes as needed. Order office and medical supplies and ensure inventory is stocked. Support healthcare providers and staff with administrative tasks. Ensure compliance with hospital policies, HIPAA regulations, and patient confidentiality. Qualifications: Bachelor's degree preferred, ideally in psychology, healthcare administration, health science/services, etc. Previous administrative or customer service experience is required, experience in a healthcare setting is preferred. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with EMR systems. Strong organizational and multitasking skills with attention to detail. Excellent communication and interpersonal skills. Ability to handle confidential information with professionalism and discretion. Ability to work effectively in a fast-paced environment and adapt to changing priorities.

District Council 35 is an organization of approximately 4000 members in Massachusetts, Maine, New Hampshire, Vermont, and Rhode Island. We are currently seeking to hire an Administrative Assistant to support the Business Management Office based in Roslindale, MA. The Administrative Assistant will play a crucial role in supporting the day-to-day operations of our office, ensuring efficiency and productivity. This is a full-time, on-site position that requires strong organizational skills and attention to detail in a fast-paced union environment. Key Responsibilities: Inputs information into computer systems, updates databases Maintains accurate electronic and hard copy filing systems, retrieves and distributes documents Makes copies of documents and scanning files Creates and distributes documents, supports the preparation of reports as needed Communicates with various departments and other third parties to gather and provide information to support the leadership team Answers phones, provides information, and receives information concerning matters related to the department Prepares and/or edits written correspondence, communications, manuals, and reports Performs a variety of general office support duties; make copies, printing, scanning, filing, and faxing, maintain calendar of activities, meetings, and various events for assigned staff; receiving, sorting, and distributing incoming and outgoing correspondence and packages. Qualifications: Bilingual in English and Spanish preferred 5-7 years experience Experience in construction or union environment is a plus Administrative Assistance and Executive Administrative Assistance skills Strong clerical skills Organizational skills and attention to detail Ability to prioritize in a fast-paced environment Proficient in in Microsoft Office Suite - Word, Excel, Outlook and Teams Excellent phone etiquette and communication skills Ability to meet deadlines and multi-task in a fast-paced environment Must be a self-starter, manage multiple tasks, and work independently while functioning as part of a cooperative team. Approachable, proactive, positive, and professional attitude In addition to tremendous career growth potential, we offer you: Heath Insurance including Dental and Vision. Pension retirement benefit.

Our client, a boutique group within a global insurance company, is looking to add an Administrative Asst./Asst. Account Manager to their team. This individual will be working very closely with their Account Management teams, helping to support them in their client focused initiatives doing a role that is very project focused with independent work! The candidate must have excellent interpersonal and customer facing abilities as well as strong task management and organizational skills. Don't let insurance scare you away! This is a dynamic group that has been steadily growing over the last several years and is a great growth opportunity for the right candidate! Responsibilities: Coordinates client meetings and presentations Interacts daily with clients, Underwriters, and Brokers Supports marketing efforts to both new and existing clients Coordinates and oversees issuance of coverage documentation including Certificates of Insurance, Auto ID cards and any warranty requirements Ensures policies and policy documentation are received timely and issued accurately; works with Underwriter/Broker to obtain revisions as needed Checks policies for accuracy and requests changes from Underwriters as necessary Reviews certificates requests to confirm that insurance meets client requirements as well as to confirm appropriate coverage is evidence and issued Generates insurance proposals, summaries of insurance and policy schedules at the direction of the Account Manager and/or Account Executive Ensures that all schedules are updated within Epic throughout the policy term Requests and reviews policy endorsements at the direction of the Account Manager and/or Account Executive Processes invoices through Epic for policies and endorsements Complies with agency management system data standards and data integrity (enters and maintains complete and accurate information) Other duties as assigned Desired Skills/Experience: Bachelor's Degree or equivalent combination of education and experience Administrative internship to 3 years administrative based experience

The Family Law Administrative Assistant is a vital position at Long Hagan Huff-Harris that acts as the primary point of contact for clients and a cornerstone of the department. Therefore, strong communication and interpersonal skills are essential qualities to be successful in this role. The ideal candidate must have superior attention to detail, excellent written and oral communication skills, an ability to multitask, and to see tasks through completion in a fast-paced environment, amid frequent interruptions. Long Hagan Huff-Harris is a growing Family Law, Trusts and Estates, and Business Law Firm located in Massachusetts, with locations in both Boston and Duxbury. Our firm is a company built on the strength of its people. We look for individuals with a passion for excellence and superior attention to detail, who will provide our clients with exceptional service every day. Responsibilities: • Answer incoming calls and routing them to the correct parties. • Facilitate outgoing calls to clients, vendors, and other parties. • Process incoming and outgoing mail. • Perform client intake calls and transcribe correspondence. • Organize and manage firm calendars and scheduling. • Manage and organize email inboxes. • Assist with drafting correspondence and sending letters, as needed. • Manage and organize documents, both physical and electronic. • Scanning and uploading documents to client portal or Google Drive. • Assist with various other duties, as needed. We offer: • Competitive Hourly Pay • Vacation, Personal, Sick Paid Time Off • Paid Holidays • 401K Matching • Health Insurance • Life Insurance • Ongoing Training • Hybrid/Flexible Work Schedule Requirements: • Excellent Customer Service Skills - A welcoming and polite demeanor is essential to success in this position. Additionally, clients expect prompt responses and follow-up to all correspondence, whether it's over the phone or email. It is critical to remain composed even if the client expresses frustration. • Superior Attention to Detail - Ability to switch gears with shifting priorities. Given all the moving parts and daily interruptions, it is critical that the Family Law Administrative Assistant be able to shift their attention while still being detail-oriented and focused on quality. • Organized and Systematic - In an environment with lots of moving pieces, systems are essential, and the ideal candidate would have a firm grasp on the importance of organization and following processes to ensure follow through. Additionally, the Family Law Administrative Assistant must have an excellent ability to manage multiple on-going projects at various stages of workflow, so superior time-management skills are essential. • Communicative and Collaborative - We are a close team and do our best work based on trust in each other and collaboration. Strong interpersonal, communication, and organizational skills are essential, not only when working within the office, but also working with clients and their families, as well as other professionals in the community. • Self-Motivated and Self-Assured - If you encounter a problem, we want you to be a part of the solution! While we value collaboration, it is important to have the ability to work independently and the ideal candidate would be self-directed. • Strong Computer and Technology Skills - The ideal candidate must be comfortable with using technology daily and learning as needed. • Ability to Manage Up - In the fast-paced environment of the law firm, the Family Law Administrative Assistant must manage his or her supervisor to streamline processes, meet client expectations, and meet deadlines. • Compassionate and Caring - As a law firm that frequently assists individuals who are experiencing stressful situations, possessing exemplary listening skills, customer service, and empathy is critical. • Experienced - Previous professional or academic experience in the legal industry is preferred. Previous experience in an administrative setting is necessary. This Job Is Ideal for Someone Who Is: • Dependable - more reliable than spontaneous. • Sociable - enjoys interacting with people and working on group projects. • Adaptable - enjoys doing work that requires frequent shifts in direction. • Meticulous - would rather focus on the details of work than the bigger picture. • Ambitious - enjoys taking on challenges, even if they might fail. Long Hagan Huff-Harris is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.

Opportunity to work for a highly regarded investment firm as a long term temporary Administrative Assistant- long term.. The ideal candidate will have two plus years of administrative experience, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role. Responsibilities Handle and coordinate active calendars Schedule and confirm meetings Prepare meeting materials and presentations Ensure file organization based on office protocol Provide ad hoc support around office as needed Qualifications Bachelor's degree and 2 plus years of equivalent experience Strong interpersonal, customer service and communication skills Ability to multitask Proficient in Microsoft Office suite

Administrative Coordinator 3 Months Contract with possible Ext. Cambridge, MA 02138 Note: Role requires 7-year criminal background and CORI/SORI Work Schedule: 35 hours/week Top 3 technical or soft skills Both verbal and written communication skills, dependable, and have strong ethics or principles. Job Details: This is an on-campus, in-person position and will primarily entail supporting the day-to-day operations of the Office at the guidance of the office staff. 35 hours per week, M-F The administrative coordinator will have primary responsibility for the following projects: Space Related Tasks Greet visitors and answer general questions about office, mission, values Inventory/upkeep office supplies, including: safer sex supplies, community pantry, and community fridge items Assist with the daily opening and closing of the space for community hours Work with interns to keep the space tidy and update announcement boards Help with any printing/photocopying needs for staff and students Coordinate office upkeep with central maintenance as needed Administrative Support Assist with tasks in preparation for office events, including but not limited to: food and supply orders, advertising signature events, coordinating with partner offices and student organizations across campus, and signature event setup/breakdown Schedule space reservations and/or virtual meetings as needed Review space use training/protocols and train users on specifics Support management on other projects as needed Communications Monitor email accounts and forward pertinent/timely messages as needed Compile relevant events and information to distribute through Offices' weekly newsletter Monitor official social media accounts and email distribution lists Draft and post website content updates as needed Ensure the digital presence of the QuOffice (social media, website, newsletter, etc.) is accessible Update brochures and flyers

**contract to hire** Title: Administrative Assistant/Office Manager Contract: $30-55/hr (DOE) Perm: $85-120k, (DOE) 100% paid benefits, fantastic onsite who prepares breakfast/lunch, personal training onsite, and many other perks. Must Haves: 2-12+ years Admin experience (Calendar management, travel coordination, etc) Get it done mentality/ ''No task is beneath me'' mindset Comfortable in fast pace situations, and can pivot accordingly Job Summary: This position is a hybrid role combining administrative assistant and office management duties. The new hire will support two Executive Assistants (EAs) who work directly with the Founder/CEO, helping them manage a high volume of tasks. They will also provide administrative coverage when either EA is out, stepping in to handle calendar management, scheduling, travel arrangements, and other duties for the Founder. Additionally, the role includes occasional administrative support for the COO, CFO, and General Counsel, primarily assisting with meeting coordination and travel logistics. On the office management side, responsibilities include ordering supplies, managing correspondence, handling mail and FedEx, and organizing invoices. The new hire will also act as a coordinator for three office locations, checking in with staff, ensuring everything runs smoothly, and managing supply deliveries through an external service.

Resource Assistant Contract Duration 3+ Months Onsite Bedford MA Must Haves:Prior experience and proficiency with MS Excel, Outlook and Word Doc required 1-2 years of experience in administrative role is required High School Diploma or equivalent combination of education and experience required Ability to work fully onsite Preferred: Work experience in clinical setting is a plus Baseline knowledge of medical coding or currently in a certification program is a plus Job Description: Our client in the Healthcare space is seeking a Resource Assistant to manage coding resources, track inquiries in the CRM, respond to emails, maintain client information, execute the Annual Coding Policy Review, schedule and document calls, organize policy binders, and assist with administrative projects. Key Responsibilities:Track and log all inquiries and issues in the CRM, ensuring timely and appropriate recording. Monitor and respond to all emails in Outlook promptly. Keep client information in CRM, Master Client Grid, Master Coding Grids, and coding templates up to date. Execute the Annual Coding Policy Review and ensure 100% completion. Schedule and record notes for conference calls with clients. Maintain and organize policy binders, team manuals, and the Coding Resource Library. Handle special administrative projects as assigned. Stay organized and prioritize multiple tasks or projects.

M.W. Kelly Insurance is a boutique style, family-owned insurance agency serving the residents of Massachusetts for over 60 years. Offering services such as Auto Insurance, Home Insurance, Renters Insurance, Umbrella Insurance, and more through our carrier partners. Role Description This is a part-time, on-site, Administration Assistant role to support both professional and personal tasks for our agency partner - located in Belmont, MA. The Administration Assistant will be primarily responsible for managing phone calls with proper etiquette, communication with clients, assisting with executive administrative tasks, and utilizing clerical skills. Job Responsibilities: Office Support: Manage and organize daily schedules, appointments, and meetings Handle correspondence, including emails, phone calls, and mail Track and follow up on open tasks in our agency management system Maintain office supplies and equipment Conduct research and compile information as needed Personal Support: Handle personal appointments, reservations, and errands for the agency partner Assist with household management, including scheduling maintenance and services Organize and maintain weekly schedule Handle confidential and sensitive information with discretion Perform other ad hoc tasks as needed Qualifications: Previous experience in an administrative, executive assistant, or personal assistant role Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and Google Suite Excellent communication, phone etiquette and interpersonal skills Highly organized with strong multitasking abilities, attention to detail and strong organizational skills Ability to prioritize tasks and work efficiently Ability to work independently and proactively solve problems Discretion and confidentiality in handling sensitive information Flexibility to handle a diverse range of responsibilities Active drivers license and access to vehicle Preferred Qualifications: Knowledge of insurance industry terminology and agency management Personal assistant experience Salary: [Competitive; Based on Experience, No Benefits]

Looking to move into a small team that is highly passionate about its cause? Our mission is to heal the world through teaching communication skills. We are a fun, friendly, warm, and welcoming team. The position will be in a small office environment and interact with clients and coaches who are positioned globally. Our Executive Assistant plays a vital role in the success of our firm, The Speech Improvement Company (*************************** by teaming up with our Executive Communication Coaches to ensure outstanding experiences for all our clients. This position requires strong familiarity with the Macintosh OS. You'll be supporting our speech coaches with their clients' needs such as following up on emails, phone calls, scheduling appointments, preparing client materials, and making travel arrangements. You will also assist in maintaining inventory of office supplies and managing vendor relationships. In a small business, you will end up wearing many hats and being a critical part of operations. Some days, our coaches will just call you to talk! We are highly client-focused, and this position communicates with clients and coaches via email, phone, and virtual meetings. Strong comfort with communication and technology is required. Our hours are 8:30am to 5:30pm., Monday-Friday. This position is full time in our Framingham Headquarters. Responsibilities · Ability to manage highly active calendars · Multi-tasking skills with scheduling clients, confirming meetings, and data entry · Provide support to our office team as needed · Working with the team on special projects and programs · Editing and proofreading documents · Updates to the website via use of WordPress · Monitor multiple coaches' emails · Contribute to team efforts by accomplishing tasks as needed and adding your own thoughts/ideas/experiences · Prioritize new tasks as they come in as well as existing tasks. Qualifications · Bachelor's degree or Associate degree, 2 - 3 years of administrative experience · Comfort with Macintosh computers · Ability to pick up and learn new software and web-based technology · Exhibits caring and professional communication via phone and emails · Strong interpersonal, organizational, customer service, and communication skills · Ability to multitask and adapt in a fast-paced environment · A proactive thinker · Proficient in Microsoft Office and Adobe Acrobat · Ability to work well in high pressure situations · Comfortability with video conference platforms · Professional Discretion · Time management skills Technology Our office is a mac office. We love Apple. The Administrative Assistant should have comfort and troubleshooting skills for Apple computers and have an ability to pick up new software programs quickly. Below is a list of some of the programs we currently use. We will train and expect the right candidate to already be comfortable with MacOS and be a quick study for new programs. · Microsoft Office 365 · Microsoft Word, Excel, PowerPoint, Outlook · Calendly · Daylite (marketcircle) · WordPress · Adobe Acrobat · Zoom · Teams · Grammarly Job Type: Full-time Salary: $35,000.00 - $45,000.00 per year Benefits: Dental insurance Health insurance Schedule: 8 hour shift Monday to Friday Ability to commute/relocate: Framingham, MA 01701: Reliably commute or planning to relocate before starting work (Required)

Lockheed Architectural Solutions is seeking a highly organized and detail-oriented Construction Administrative Coordinator to join our growing team in our Pascoag, RI office. We are a reputable Glass and Glazing firm, established in 1955 specializing in commercial glazing and facade projects. This role is crucial in ensuring the smooth and efficient administrative operations of our construction projects. About the Role: The Construction Administrative Coordinator will provide comprehensive administrative support to our front-end Sales & Estimating Department. This position requires strong communication, organizational, and problem-solving skills, as well as the ability to thrive in a fast-paced environment. Experience with both public and private projects, as well as DCAMM and DAS is required. Responsibilities: Project Documentation: Maintain and organize project files, contracts, and other project-related documents. Ensure accurate and timely filing and retrieval of documents, both physical and electronic. Prepare and distribute meeting minutes, reports, and other project communications. Administrative Support: Answer and direct phone calls, emails, and other inquiries. Assist in the discovery of public and private bidding opportunities Schedule meetings, appointments, and travel arrangements. Manage office supplies and equipment. Maintain and update company project lists Assist with the preparation of project pre-qualification, bid packages and proposals. Communication & Coordination: Support communication between project teams, subcontractors, suppliers, and clients. Coordinate and track LAS compliance with insurance and licensing requirements. Maintain and update project contact lists. Distribute project-related information to relevant parties. Data Entry & Reporting: Enter and maintain accurate project data Generate reports and track bid and sales progress Safety Support: Assist with the filing and organization of safety documents. Help to maintain safety records. Qualifications: Proven experience in an administrative role, preferably within the construction industry. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Familiarity with construction management software (e.g., Procore, Viewpoint, Bluebeam etc.) Excellent organizational, time management, and multitasking skills. Strong written and verbal communication skills. Ability to work independently and as part of a team. Detail-oriented with a high level of accuracy. Ability to maintain confidentiality. High school diploma or equivalent required; associate's or bachelor's degree preferred. Benefits: Competitive salary based on experience. Comprehensive benefits package (health, dental, vision, etc.). Paid time off and holidays. Opportunities for professional development and growth. 401k and profit sharing

We are seeking a highly organized and proactive Administrative Assistant to support our team in daily operations. The ideal candidate will have exceptional administrative and communication skills, a strong attention to detail, and the ability to multitask in a fast-paced environment. This role is essential to ensuring the smooth functioning of the office and supporting senior management with various administrative duties. Key Responsibilities: Provide administrative support to executives, portfolio managers, and other team members. Manage and maintain executives' schedules, appointments, and travel arrangements. Prepare, edit, and format documents, reports, and presentations. Handle confidential and sensitive information with discretion. Serve as the primary point of contact for internal and external communications, including emails and phone calls. Assist with meeting coordination, including scheduling, preparing agendas, and recording minutes. Maintain organized filing systems for records, documents, and correspondence. Coordinate office operations, including supply inventory, vendor relationships, and facilities management. Support financial administration tasks such as expense reports and invoice processing. Assist with special projects and ad hoc administrative tasks as needed. Qualifications & Skills: Bachelor's degree preferred; relevant experience may be considered in lieu of education. 3+ years of experience in an administrative role, preferably within the finance or asset management industry. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Strong organizational skills and ability to prioritize tasks effectively. Excellent verbal and written communication skills. High level of professionalism and discretion when handling sensitive information. Ability to work independently and as part of a team. Strong problem-solving skills and attention to detail. #43347

Responsibilities: Strong organizational skills, pro-active approach, forward-thinking and solutions oriented. Experience in developing procedures and controls. New policy development and deployment (e.g., T&E, Gifts and Entertainment). Developing and maintaining project plans while working to ensure all deliverables are completed timely and with accuracy. Provide direct support to the Head of Platform Services on various projects demonstrating diligent oversight on all deliverables. Excellent Communications skills required - both written and verbal. Strong Administrative Support experience supporting senior stakeholders and general internal staff on all administrative requests. Domestic and International Travel Process of heavy expense claims. Coordinate Webex (Video and/or audio) meetings and perform operator assist functionality. Plan and coordinate all logistics for internal/external events such as client roadshows, teambuilding events, staff events on-site and off-site, internal workshop learning programs, external client meetings and all other ad-hoc event requirements. Managing logistics for visitors Management of incoming and outgoing phone calls Maintain current e-mail distribution lists in Outlook Modification and distribution of departmental reports. Meeting minutes for high-level financial meetings. Heavy invoice processing and external client on-boarding coordination. Completion of any projects or tasks, as requested by management demonstrating a strategic, flexible and, forward thinking approach. Prepare reports using Excel. Strong knowledge of PowerPoint presentation development and editing for client meetings. An Administrative Assistant will make use of several application systems including: o ivalua - Supplies and IT Procurement. o My IT / SailPoint - Request management tool for IT application security activities. o Concur - Travel scheduling and expense reporting. o Tom Net and Clock Net - Staff attendance and work hours tracking. o UPS - Express mail labeling and postage. o Microsoft Outlook o Microsoft Office Suite with a strong focus on Excel and report management. o Tableau Administrative Assistants are expected to partner and coordinate with other assistants in multiple locations, to ensure seamless support coverage is provided to all of our Global Markets & Banking Staff. This includes but not limited to providing coverage to Executives which are not their normal priority while other assistants are off-desk. Required Qualifications for Administrative Assistant Position: Education and Experience: Bachelor's degree or higher, with a strong understanding of Front Office principles and processes for providing customer and administrative services. 3-5yrs of proven experience as an Administrative Assistant, strong ability to support various levels in the organization, within a financial institution. Demonstrate an in-depth understanding of office and administrative management procedures and departmental and legal policies. Solid Project Management skills required with a keen ability to develop project plans and manage timelines to meet platforms deliverables. Technical Skills: Competent in Word and PowerPoint. Extremely competent in Microsoft Outlook and Excel. Administrative Skills: Calendar management, meeting management, time management, strategic planning of tasks, travel management, heavy expense processing, phone management, client handling, event planning, heavy invoice processing, external client-onboarding, detailed meetings minutes, and assist Head of Platform Services Team on several projects and tasks. Exceptional communication and interpersonal skills: A good candidate will be an active listener and clear communicator, both verbally and in writing. They must communicate pro-actively, anticipating the needs of their managers and escalating issues as necessary - utilizing tact and confidentiality. Be an excellent team player. Excellent organizational skills: Must have the ability to multitask and prioritize work based on potential impact. An excellent candidate is detail oriented, flexible and enjoys the administrative challenges of supporting executive level employees. Exhibit initiative and resourcefulness to get tasks done quickly and efficiently with a high degree of professionalism

Administrative Assistants needed on a Temporary to Hire basis after 3-6 months. Rates are $17-$19/hr. These roles are in the Healthcare Field and corporate environment. Just need good technical skills and communication skills. Also ok onsite 5 days a week in Bedford, MA