Administrative Assistant

Administrative Assistant

Location: Boston, MA

Pay Rate: $30.65/hr, W2

Duration: 5+ Month Contract

ONSITE

Summary:

Provide direct support to the Deputy Chief Safety Officer, Chief of Safety Management Systems, and other designated Safety Division staff at South Station and 185 Kneeland Street offices.

Responsibilities:

• Assist with finalizing PowerPoint presentations, reports, and other materials.
• Coordinate printing services and manage document signatures via DocuSign.
• Draft agendas, itineraries, and other correspondence and documentation.
• Schedule internal and external meetings and maintain departmental calendars.
• Facilitate the ordering, inventorying, and delivery of supplies and promotional materials.
• Produce and distribute correspondence, meeting minutes, memos, and other communications.
• Support safety training and events, including sending invitations, scheduling rooms, and ordering supplies.
• Assist with document management upgrades, including file migration and archiving.
• Serve as the main point of contact for greeting visitors.
• Complete projects and special assignments as requested by senior staff.
• Enhance administrative needs to support the organization's mission and objectives.

Requirements:

• Experience coordinating calendars using Outlook/Teams and scheduling meetings.
• Excellent written and oral communication skills, strong attention to detail, and high level of organization.
• Proficiency using Microsoft Word, PowerPoint, Access, and Project Manager tools.

Preferred Skills:

• Advanced level skills in Excel for data collection, analysis, trending, and reporting functions.