Job Description

Administrative Assistant
Boston, MA
35-45k

Responsibilities:

  • Front desk reception, including: friendly and courteous greetings to visitors and staff, answer incoming company telephone calls, transferring of calls to appropriate parties, taking messages as needed or troubleshooting calls professionally and appropriately
  • Meet and greet visitors in a professional business-like manner
  • Coordinate in-office meetings, greeting and assisting clients and ordering/serving catering as needed
  • Assist with office tasks such as sorting, scanning, copying, emailing, filing and organization of documents
  • Receive, open, and distribute all mail
  • Manage inventory of supplies and collateral and place orders accordingly
  • Assist upper management with travel, scheduling and expense reporting
  • Support and collaborate with other administrative professionals and assist Management and Staff with administrative/operational tasks as requested
  • Ensure the office is presentable at all times
  • In many cases, you may be asked to handle sensitive or confidential information - In this case, you must exercise restraint and tact.
  • Maintain systems that enable the firm to operate efficiently (i.e. data entry, updates to internal systems, lead tracking in our customer relationship management (CRM) tool)
  • Assist teams in assembling pitchbooks and gathering collateral
  • Provide conference and event support, including planning, managing invitation lists and RSVPs, shipping marketing materials, event set up and breakdown, etc.

 

Requirements/Qualifications:

  • Bachelor’s degree required
  • Proficiency in Microsoft Word, Excel, Outlook and PowerPoint required
  • Working knowledge of Salesforce.com is a plus
  • Excellent interpersonal, verbal and written communication skills
  • Detail-oriented and well organized
  • Enthusiastic, self-motivated personality
  • Ability to toggle between a fast-paced environment and a quiet, project-focused setting
  • Ability to work in a team environment and to independently manage multiple projects
  • Ability to complete administrative tasks with accuracy and meet required deadlines
  • Ability to follow instructions and remain committed to working until task/goal is completed
  • Ability to problem solve and propose solutions
  • Ability to adapt to frequent changes, unexpected events and to manage competing demands
  • Willingness to learn the middle market investment banking industry
  • Ability to quickly learn in-house database and systems applications

 

Application Instructions

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