Company: Growing international company that deploys technology to solve complex water systems challenges in environmentally sustainable ways.
Location: Woburn, MA
Pay rate: $22-25/hr
Job Description: The Administrative Assistant will perform a variety of administrative and clerical tasks and will be responsible for maintaining the office facilities and supplies, supporting the executive team, assisting with domestic/ international travel and visa processing, managing company events and contributing to the mission-driven company's fun, fast-paced environment.
Receptionist duties, including greeting guests who enter the premises and keeping track of employees’ whereabouts.
Conference room scheduling to ensure efficient flow of meetings and use of conference room space
Ordering office supplies and food/coffee/breakfast for the office as well as snacks or lunch for meetings as required
Handling bid management for office vendors
Managing ingoing and outgoing packages and mail
Working with the landlord and contractors to maintain office upkeep (i.e. cleaners, IT support, electricians, printer representatives, office maintenance crew, garbage and recycling disposal)
Keeping track of purchase orders, receipts, and invoices to be handed off to the accounting team
Managing and filing business visas for international travel of company employees (specifically for China, India, and Middle Eastern countries)
Maintaining office budget in accordance with finance and executive teams’ expectations
Communicating between subsidiary and the corporate office to maintain and create all employee contacts, templates, logos, etc.
Reserving hotels, transport, and flights for staff and company guests as required
Coordinating all event planning for the Woburn corporate office for annual celebrations such as holiday parties, anniversaries, board meetings, etc.
Executive assistant to upper management as necessary
Managing internal communications
Supporting employees’ office needs, and directing them to appropriate points of contact within the company for things outside of scope
Bachelor’s degree and experience in administration
Experience with small companies/ start-ups preferred
Strong logistical and communication skills
Experience with visa processing preferred but not required
Ability to prioritize tasks amongst executive team
Attention to detail and problem solving skills
Strong office management, organizational, and multi-tasking skills
Tech savvy and self-driven
Proficiency in MS Office (Word, Excel PowerPoint, Outlook)
Team-oriented attitude and willingness to try new things that contribute to the team’s overall success
Coordinating and negotiating skills
Must possess a self-starting drive to get things done with minimal supervision
Foreign language skills a plus but not required
Please upload your resume to FlexProfessionalsllc.com