Office Administrator

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Office Administrator Financial Services Boston, MA

We are seeking candidates for an Office Administrator position at a highly successful investment management firm located in Boston, MA. This position will assist the Office Manager. The ideal candidate will have 3-4 years of administrative/office coordination experience, preferably within professional services.

This is a 3-4+-month contract-to-hire position that will pay $30-38/hr (depending on experience) within a 40-hour work week. This position requires onsite presence 5 days/week in their Boston office.

Responsibilities:

• Serve as the primary point of contact for reception duties, including answering and directing calls and greeting visitors.
• Coordinate visitor access with building security and arrange catering for meetings as needed.
• Manage conference room calendars using Outlook and assist with meeting scheduling and logistics.
• Oversee conference room readiness by stocking refrigerators, setting up for meetings, and ensuring post-meeting cleanup.
• Maintain and replenish supplies in the kitchenette, including snacks, beverages, and coffee.
• Support the Office Manager with grocery orders, office supply needs, and general facility upkeep.
• Handle lunch orders and manage setup and cleanup in shared kitchen areas.
• Sort and distribute incoming mail; monitor and restock gym supplies as needed.
• Maintain cleanliness and order in public office spaces; report facility issues to the Office Manager.
• Provide administrative support to the Head of Investor Relations, including managing expense reports.
• Assist in planning and executing Quarterly Portfolio Meetings and various internal events, such as team lunches, holiday parties, and community service activities.
• Liaise with external vendors and manage deliveries and pickups.
• Assist with office supply procurement and provide general support to team members, including copying and mailing tasks.
• Coordinate weekly on-site fitness classes, including communication with the personal trainer and distributing updates to staff.

Qualifications:

• Bachelors degree with prior experience in administrative support or office coordination.
• 3-4 years of administrative/office coordination experience, ideally within investment management, financial services, or a professional services environment.
• Strong communication and interpersonal skills, with a polished and professional demeanor.
• Highly organized and detail-oriented, with a proactive and self-driven approach to work.
• Proficient in Microsoft Office Suite, including Word, PowerPoint, Excel, and Outlook.
• Familiarity with Microsoft Outlook for calendar management is preferred.
• Proven ability to maintain professionalism and handle confidential information with discretion.

If you are interested in learning more about this opportunity, please email your resume to Lydia at