Administrative Assistant

Responsibilities

• Extensive calendar management including scheduling meetings, communicating details to attendees.
• This requires exercising a flexible approach to changing schedules and ensuring appointments are met.
• Prioritize conflicting needs; handle all matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Screen incoming calls and greet guests in a professional and courteous manner.
• Arrange complex travel plans and compose detailed itineraries, obtain necessary travel documents and visa coordination.
• Schedule and organize conferences and off-sites including all related logistics.
• Prepare and compose letters, memos and routine correspondence. Edit for accuracy and clarity of final copy; proofread for spelling, grammar, format and consistency and make the appropriate changes.
• Allocate and process expenses for executives, including American Express and Out of Pocket expenses using SAP Concur system.
• Use US Mail, FedEx, and other services to send and track priority mail; work with mailroom staff to send packages as needed.
• Provide phone coverage and back up assistance.
• Perform other ad hoc tasks as assigned and required.

Qualifications

• BA/BS degree preferred
• 5+ years of administrative support experience or training, or equivalent combination of education and experience
• Demonstrated ability to prioritize competing priorities and meet deadlines
• Ability to shift gears independently and demonstrate flexibility in different coverage assignments
• Demonstrative strong initiative and ownership of responsibilities; take a proactive, positive attitude towards given tasks, plan ahead for potential issues and take appropriate action
• Exemplary interpersonal skills necessary to handle sensitive and confidential situations; this role continually requires poise, tact and diplomacy in all situations
• Superb written and verbal communication skills; strong attention to detail when composing and proofing materials required
• Team-oriented and collaborative attitude is a must
• Extensive knowledge of Microsoft Outlook and proficient in Excel, Word and PowerPoint
• Working knowledge of office administrative procedures and operating standard office equipment
• Experience supporting a group of executives in a corporate environment highly preferred
• Experience in finance industry is a preferred but not required

Benefits

Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.