Administrative Assistant Job at Russell Tobin in Boston

Administrative Assistant

Location: Boston, MA (On-site 5 days a week, with the potential for hybrid flexibility in the future)

Contract Duration: 6+ months (Temp to Perm)

Are you ready to bring your organizational and communication skills to a dynamic, fast-paced environment? We’re looking for an Administrative Assistant to provide exceptional support to our Fixed Income Team. This exciting opportunity is based in our Boston office and offers the chance to work closely with a collaborative and innovative team.

Key Responsibilities

• Serve as the primary support for designated Fixed Income team members.
• Collaborate with the Fixed Income administrative team to manage workloads and provide backup support.
• Coordinate and manage calendars in Microsoft Outlook.
• Organize virtual and on-site meetings.
• Arrange travel logistics, including visas and itineraries.
• Ensure proper visitor protocols are followed.
• Communicate and follow up on requests and deadlines.
• Manage subscriptions and renew professional memberships for team members.
• Obtain wet/e-signatures as required.
• Prepare and edit materials using Microsoft PowerPoint, Word, and Excel.
• Process purchase requisitions in Ariba.
• Submit and manage expense reports in Concur.
• Support ad hoc projects and initiatives.
• Provide phone and message support.
• Perform administrative tasks like printing, copying, scanning, and filing materials.
• Sort and distribute mail.
• Maintain and order office supplies.

Qualifications

• Education: Bachelor’s degree preferred.
• Experience: Minimum of 5 years in a related role.
• Excellent verbal and written communication skills.
• Strong organizational skills with keen attention to detail.
• Ability to juggle multiple tasks in a fast-paced environment.
• Comfortable working independently and as part of a team.
• Confident and capable of interacting with senior-level management.
• Maintains strict confidentiality at all times.
• Proficiency in MS Word, Excel, Outlook, and PowerPoint; familiarity with Adobe Pro, AdobeSign, and DocuSign is a plus.
• Quick learner with the ability to adapt to various applications and tools used by the Fixed Income team.