Administrative Assistant

Administrative Assistant

Location: Boston, MA

Pay Rate: $30.65/hr, W2

Duration: 5+ Month Contract

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.