Administrative Assistant Job at Boston Young Professionals Association in Boston

Overview

Administrative Assistant role at Boston Young Professionals Association. Flexible, full-time position based in Boston with hybrid work arrangement (3 days on site, 2 days remote).

Responsibilities

• Meetings and Calendaring: Manage complex calendars for supported senior team members and schedule meetings, including space and AV requirements.
• Travel and Expenses: Coordinate domestic and international travel; manage payment and tracking of itinerary changes; track and reconcile business expenses and credit card statements; arrange travel logistics and materials for meetings.
• Administrative Support: Provide daily and ongoing administrative tasks; assist with planning and organization of company-wide meetings and events; occasional reception coverage; welcome and direct visitors; answer phones and screen calls; prepare and maintain meeting rooms; assist with catering as needed.
• Information Security and Compliance: Ensure adherence to information security processes and data protection regulations; raise issues through appropriate channels.
• General Operations: Use sound judgment in handling mail and confidential material; support ad hoc projects and event planning; assist with formatting and design of documents and presentations using PowerPoint, Excel, and Word; research and track information in databases as requested.

Qualifications

• Bachelor’s degree or equivalent work experience.
• Minimum 3-5 years of direct administrative support to senior-level team members.
• Excellent organization, prioritization, written/verbal communication, and analytical skills.
• Ability to multitask in a fast-paced environment; strong interpersonal and customer service skills.
• High degree of polish, professionalism, and judgment with escalation when needed.
• Ability to handle sensitive information with discretion and confidentiality; solution-oriented with ability to work independently and as part of a team.
• Proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook).