Job Description
Job DescriptionAdministrative Assistant IJob at a Glance
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Role: Administrative Assistant I
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Work Schedule: Monday–Friday, 8:00 AM – 5:00 PM
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Work Arrangement: Hybrid (onsite work required)
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Location: Boston, MA
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Pay Rate: 25.75
This role provides administrative and office management support for front-office personnel within a global financial services environment. The position supports priority clients and senior stakeholders while partnering with a centralized administrative services team to ensure seamless coverage and service delivery. Physical presence in the office is an essential function of this position.
Responsibilities
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Provide strong administrative support to senior stakeholders and internal staff across all administrative requests
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Manage domestic and international travel arrangements and heavy expense reporting
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Coordinate calendars, meetings, room bookings, and Webex meetings with operator assistance
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Support onboarding, internal transfers, and separations, including user access management
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Act as a single point of contact for visiting employees and manage visitor logistics
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Plan and coordinate logistics for internal and external events, including client meetings, roadshows, staff events, and workshops
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Maintain email distribution lists, departmental reports, and meeting minutes for senior-level meetings
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Process invoices, support external client onboarding, and manage cost control initiatives
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Assist with presentation preparation, including PowerPoint development and report creation in Excel
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Support Business Continuity Planning and facilities coordination
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Develop and maintain procedures, controls, project plans, and timelines to ensure timely and accurate delivery
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Partner with administrative colleagues across locations to provide coverage as needed
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Complete additional projects and tasks as requested by management
Qualifications
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Bachelor’s degree or higher
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3–5 years of proven experience as an Administrative Assistant within a financial institution
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Strong administrative support experience across multiple levels of an organization
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Demonstrated understanding of office and administrative management procedures and compliance requirements
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Solid project management skills with experience developing project plans and managing timelines
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Exceptional written and verbal communication skills with strong stakeholder engagement abilities
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Excellent organizational skills with the ability to multitask, prioritize, and anticipate needs
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High level of professionalism, discretion, initiative, and attention to detail
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Advanced proficiency in Microsoft Outlook and Excel; strong skills in Word and PowerPoint
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Experience with travel management, heavy expense processing, calendar management, event planning, invoice processing, and meeting coordination
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Ability to work collaboratively in a team-based, multi-location support model
About the Client
The client is a global financial services organization with a strong and diversified presence in the United States, supporting corporate and institutional clients through a full range of banking, markets, and investment services. With an international footprint across the Americas, EMEA, and APAC, the organization delivers integrated solutions globally and locally. The client emphasizes operational excellence, collaboration, compliance, and a commitment to creating a sustainable and inclusive workplace.
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