Logistics Administrative Assistant

Boston asset management firm is seeking an Administrative Assistant/Logistics administrator/ Receptionist to join their dynamic team. The Administrative Assistant will be responsible for overseeing vendors, managing supply inventories, and providing detail-oriented office administration to facilitate daily operations within the office space.

Position Responsibilities:

• Provide logistical support for meetings including clearance of external guests with security, preparation of conference room and management of catering needs
• Working in the office providing support to reception when needed
• Responsible for ordering, receiving, and distributing inventory for two kitchens and two copy rooms
• Coordinate with building facilities and external vendors as needed including security, food and beverage, plant maintenance, and cleaning staff
• Greet and assist all guests, including clients and board members
• Answer, screen and direct phone calls on a multi-line phone
• Maintain multiple conference room calendars
• Manage overall office maintenance while overseeing day-to-day office cleanliness
• Retrieve, sort and distribute all mail including preparation and delivery of express mail
• Manage and coordinate all evacuation protocols and drills for the firm with building management
• Assist HR team with event planning as needed
• Provide support to staff with other related clerical duties
• Primary back up to President's Executive Assistant for phone coverage and additional back up for other administrative team members as needed

Qualifications:

• Should be a very polished self-starter who will look for new opportunities to improve current processes
• Work well under pressure and be able to handle pressing issues as they arise and escalate them accordingly
• Excellent oral and written communication skills
• Exceptional organization and time-management skills with strong attention to detail
• Positive, professional and enthusiastic attitude and the ability to receive constructive feedback
• Demonstrate ability to manage multiple priorities in an extremely fast paced environment
• Must be willing to roll up his or her sleeves and have a proactive / team-oriented attitude
• 2+ years of prior experience working in a similar role