Administrative Assistant Internship - 2-year college/community college

Job Description

Job Description

Benefits:

• Free food & snacks
• Opportunity for advancement

Administrative Assistant Intern– Support CEO and Agency’s Operations Initiatives (3-month internship)

Only open to candidates currently  enrolled in a 2-year college/community college/certificate program or a Minority Serving Institution (such as UMass Boston or an HBCU).  Others do not apply since this is funded through a grant program and this is a requirement.

Introduction

The role of the Administrative Assistant Intern is a motivated and adaptable individual to support the CEO and operations/office management initiatives. LaVoie is a fast-moving strategic communications firm working in the health, science and government sectors.

This is a full-time internship position (40 hours/week for 1-3 months. This intern is required to be onsite (Boston Office) from Tuesdays through Thursdays (9am-5:30pm) and will work from home on Mondays and Fridays.

The responsibilities (includes, but not limited to the following):

Support CEO:

• Calendar/Meeting Management: Managing the CEO’s calendar by booking meetings, conference calls, and travel. This responsibility includes meeting with the CEO at the end of every day to go over the calendar for the next day, reminding the CEO about upcoming deadlines, and consistently reviewing the CEO’s calendar to anticipate any issues or conflicts that may arise and work on resolving them before they become a crisis.
• Be the eyes and ears of the CEO, staying ahead of the CEO’s schedule and anticipating her needs.
• Act as a liaison between the CEO and her clients, prospects, and employees.
• Promote the corporate image internally and externally.
• Support CEO and new biz team in scheduling meetings with prospects.
• Support agency’s AI and CRM initiatives.
• Other activities as directed by CEO.

Support Agency’s Operations Initiatives:

• Day-to-day management of vendors, including building management and IT vendor.
• Oversight of the reception function, including greeting visitors.
• Maintain employee vacation tracker.
• Support HR functions:
  • Benefits facilitation between PEO and employees
  • Vacation and sick time tracker
  • Handbook updates
  • Onboarding/Offboarding following established procedure
• Assist with credit card reconciliation process and expense tracking.
• Deposit checks as needed.
• Assist in the management of contractor, vendor, and client agreements.
• Support office management functions:
  • Order supplies.
  • Review and distribute incoming mail.
  • Make sure office environment is clean and professional.
  • Organize internal client meetings.
• Contact for IT provider including tracking computers, users, and associated IT matters.
• Other operational responsibilities as needed.

QUALIFICATIONS & MINDSET

• Strong interest in administration, operational management, and process improvement.
• Strong attention to detail.
• Ability to work effectively both independently and in collaboration with the LHS team.
• Ability to handle a variety of constituencies, manage multiple tasks simultaneously, and thrive in a complex environment with multiple priorities.
• Office 365 Experience including strong skills in PowerPoint, Word, Teams, etc.
• Unflappable personality in fast-paced culture required.

Who We Are

With roots in one of the world’s leading health and innovation markets, LaVoie is a strategic, integrated communications firm with a keen focus on solving complex communications challenges. The firm is staffed with specialized thinkers in health, science and government sectors.  The firm provides strategy consulting, investor relations and corporate communications, public relations.

Flexible work from home options available.