Administrative Support

Framingham, MA | Contract

Post Date: 12/06/2017 Job ID: 80037 Specialty: Office Services

A global retail company in Framingham, MA is seeking an Administrative Support to join their team. In this contract role, you will have the opportunity to make lasting connections with a top company. Apply today!

Responsibilities for the Administrative Support:
  • Manage and maintain calendars
  • Make business travel arrangements and manage travel itineraries
  • Plan and coordinate events and meetings on and offsite, including preparation of meeting materials
  • Ensure all technology used to run meetings is in proper working order including skype, projectors, etc.
  • Maintain email aliases, distribution lists and shared directories (SharePoint + OneDrive)
  • Responsible for maintaining permissions
  • Assist with management of departmental budget
  • Serve as point person for departmental purchases, track equipment and software assets, make timely purchases to ensure project timelines are achieved
  • Maintain confidential material related to employees and company operations
  • Coordinate with HR Records to process new hire and contract employee paperwork
  • Manage the onboarding process for new hires including equipment, office, and systems setup
  • Work with Facilities/Building Management on space management, for US and China locations
  • Perform setup of external vendors, procure singed contract, request POs, and process invoices against POs
  • Train select external vendors (Coupa) to allow them to process their own invoices
  • Create monthly reporting for R&D budget including reconciliation and projections for all projects
  • Ship and receive (incoming/outgoing) and maintaining inventory and supplies
  • Provide meeting support
  • Prepare agendas, take notes and distribute meeting minutes and presentations
  • Track action items and communicate status for large programs
  • Facilitate manager and staff communication
  • Create presentations and maintain organization charts
  • Develop and maintain positive working relationships with staff, internal departments and outside vendors to effectively coordinate activities and collaborate on special projects
  • Manage information flow within department or organization unit and communicate new corporate policies/programs that affect team members
  • Own product sample procurement from purchase through expense, ensuring samples are available for evaluation and arrive at meetings as needed
Requirements for the Administrative Support:
  • Self-starter able to manage multiple conflicting priorities and changing working conditions without loss of composure
  • Able to own and manage tasks independently, but unafraid to ask questions as necessary
  • Fluency with technology as it relates to email/calendar programs, Microsoft Office, and have general computer skills
  • Meticulous attention to detail and the ability to anticipate needs using excellent judgment and heading off potential problems
  • Knowledge of design or interest in creative disciplines
  • Strong organizational skills with great attention to detail
  • Strong multi-tasking and prioritizing skills with the ability to meet deadlines
  • Excellent written and verbal communication skills
  • Strong interpersonal skills with a customer service focus
  • Ability to work independently and as part of a team
  • Must be eligible to work in the U.S. without sponsorship                      

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