Administrative Assistant

$62,400 - $72,800/Yr

Boston Light & Sound - Malden, MA

Full-time - Entry Level

Malden, MA

Motion Picture and Sound Recording Industries

About the position

The Inter-Departmental Administrative Assistant plays a crucial role in ensuring smooth operations and facilitating collaboration across various teams. This position requires a highly organized and proactive individual who can manage multiple tasks efficiently while maintaining a professional demeanor. The ideal candidate will possess strong communication skills, attention to detail, and a willingness to learn, making them essential for supporting administrative functions within the organization.

Responsibilities

• Manage calendars for multiple departments, set up appointments, and organize meetings to ensure efficient time management.
• Schedule meetings and deploy personnel and company resources as needed.
• Initiate and respond to verbal communication and written correspondence.
• Prepare, file, and organize documents and reports, ensuring that all materials are easily accessible and up to date.
• Input and maintain data in our ERP system (Q360), as well as our inventory management system (R2) and other databases while ensuring accuracy and consistency.
• Issue purchase requisitions for supplies and equipment as directed by department heads.
• Greet visitors and provide assistance as needed.
• Assist with travel arrangements as needed.
• Assist with invoicing, expenses, and budgeting to support financial processes across departments.
• Provide assistance for various projects.
• Coordinate with team members and other departments to facilitate communication and collaboration on various tasks and projects.
• Join and participate in meetings as needed.

Requirements

• High school diploma or equivalent; associate or bachelor's degree preferred.
• Previous experience in an administrative support role.
• Proficiency in Microsoft Office Suite; experience with Q360 and R2 is a plus but not required.
• Knowledge of basic accounting.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to prioritize tasks and manage time effectively.
• A pleasant personality, neat appearance, and professional disposition.
• Ability to maintain a calm and respectful demeanor when confronted with challenging circumstances.
• Ability to take direction and perform other related duties as assigned.

Nice-to-haves

• Experience with Q360 and R2 systems.

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance