Administrative Assistant

Boston, MA | Contract

Post Date: 08/22/2017 Job ID: 79281 Specialty: Office Services

A top university in Boston, MA is seeking an Administrative Assistant to join their team. In this contract role, you will report to the Chief Information Officer of ITS and provide support to the ACIO. Apply today!

Responsibilities for the Administrative Assistant:
  • Create and distribute general correspondence
  • Coordinate meetings with senior-level management and assist in preparing executive presentations and year-end reports
  • Coordinate ITS operating and capital budget process
  • Maintain budget reports, monitor operating and capital budgets throughout year and notify CIO and ACIO of variances
  • Process all technology related purchase orders and maintain records and contracts
  • Plan and organize annual events and all hands meetings
  • Provide guidance to work-study students and administrative support for the ITS Department
  • Prioritize the administrative work and activities in the ITS office
  • Ensure completion of a wide variety of administrative tasks
  • Schedule and coordinate meetings for the ITS department and work closely with the Project Management Office
  • Reserve conference rooms and customer visit rooms
  • Monitor and order supplies and office equipment for ITS department
  • Contact appropriate parties and submits work orders when equipment needs repair
  • Maintain appropriate budget records, create spreadsheet models and graphics, and distribute electronic and paper reports within ITS and externally
  • Prepare presentations and produces reports for formal presentations to senior-level audiences using MS Word, PowerPoint, Excel, Publisher, Visio, and Adobe tools
  • Coordinate all related handout materials required for meetings and presentations
  • Create and prepare fiscal reports regarding IT expenditures
  • Present information to the CIO/ACIO for analysis
  • Assist the CIO/ACIO to conduct research
  • Perform analyses and summarize data to facilitate interpretation or to highlight key aspects/trends
  • Develop effective formats
  • Create and maintain marketing documents for ITS Services and ITS organizational chart and status updates
  • Provide periodic reports of updated policies and procedures to the ITS team
  • Participate as a member of the ITS Directors team and takes meeting minutes for these meetings
  • Provide guidance to ITS work-study students and other administrative staff in the Office of the CIO who are engaged in a wide variety of office administration tasks
  • Plan and help lead recognition events for the ITS department
Requirements for the Administrative Assistant:
  • Bachelor’ s degree preferred with a minimum of 3-5 years of experience, preferably as a Senior Executive Assistant
  • Passion and aptitude for learning in a fast paced environment
  • Comfortable working directly with senior-level managers, colleagues, managers, students, and vendors.   Manages relationships in professional manner
  • Excellent written, verbal, non-verbal communication skills
  • Self-motivated, adaptable, flexible, experienced individual who thrives in a fast-paced constantly changing work environment
  • Highly organized with excellent multi-tasking and project management skills: capable of setting priorities, managing, resolving conflicts and removing extraneous tasks and requests
  • Willingness to help/support others, think creatively about how to maximize time use, and follows up on scheduled projects
  • Excellent MS Office software skills:  MS Outlook, Word, Excel, PowerPoint, and Visio. Knowledge of OrgPlus and MS Publisher or equivalent page layout (Adobe) software preferred
  • Must be eligible to work in the U.S. without sponsorship                      

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