Job Description

Job Description - Administrative Assistant

We are seeking an Administrative Assistant to join the Boston office. The individual will work a hybrid work schedule (i.e., partly in-office, partly from home).

As an Administrative Assistant, you are a vital team member of the office providing administrative and client project support. You will collaborate effectively with many colleagues and clients and play a critical role in producing timely, high-quality, error-free client deliverables, and internal administrative support.

Key responsibilities include but may not be limited to:

• Preparing comprehensive, high-quality, error-free, and visually presentable documents (letters, memorandums, proposals, minutes, and other correspondence), as well as proofreading and editing.
• Preparing reports and other confidential and non-confidential correspondence as requested for supervisory review; producing and distributing information and correspondence to unit/department members, vendors, clients, and prospects as directed.
• Reviewing reports and other materials to ensure the final product is free from spelling, grammar, formatting, or style errors.
• Providing onsite office support, including answering phones, assisting with filing, covering for absentees, managing the reception desk, greeting onsite guests, and producing client deliverables.
• Scheduling internal and external meetings; providing logistical assistance, including making travel arrangements using company tools or agents, conducting internet research on fares and schedules, coordinating with vendors and suppliers, and arranging meeting spaces and catering.
• Managing the billing system, coordinating the pre-bill process, drafting billing letters, and ensuring delivery to clients.
• Assisting with research and data entry of client information, performing administrative responsibilities for local staff, maintaining databases, researching and gathering information, and supporting internal and external applications as needed.
• Contributing to the development of peer staff members by providing technical coaching or mentoring to newer administrative staff when requested, and performing peer reviews of work completed by other administrative assistants.
• Documenting and updating own work processes to guide others during incumbent absences.
• Recognizing and appropriately handling sensitive situations involving critical, confidential matters, exercising good judgment in escalating such matters, and demonstrating independent thinking by proactively contributing to task and objective completion under minimal supervision, while addressing priority conflicts if necessary.

Requirements:

• The candidate for this position requires a high school diploma - an undergraduate degree or some college experience is preferred plus 5+ years providing executive level administrative assistance required.
• Ability to function independently and to work effectively in a fast-paced environment, juggle multiple competing interests at once under minimal supervision, prioritize projects and deliverables, anticipate and overcome barriers to completing projects and meeting other agreed upon deliverables in a high-quality and on-time manner.
• Ability to handle sensitive/confidential materials and situations.
• Ability to coordinate meetings, training workshops, conference calls, and web casts, and other client events (may include travel on occasion to assist at meetings).
• Must demonstrate effective communication skills (listening, written, verbal), and.
• The qualifying candidate must be dependable and demonstrate punctuality and good attendance.
• This position requires critical and analytical, sometimes creative, thinking technical and proficiency with all Microsoft Office 365 programs (e.g., Word, Outlook, Excel, PowerPoint). Expert in Word and PowerPoint preferred. Willingness to learn new software and technology as needed. In addition, candidate must also have the ability to use and navigate the Internet for research purposes and have experience working with database and project management applications.

If your qualifications align closely with what we've described, we encourage you to apply. Your unique background and skills matter because at Segal, we believe that different experiences and perspectives drive innovation and excellence. Were committed to creating a fair and transparent hiring process and all hiring decisions will be merit-driven. If you require accommodation during the interview, please let us know.

About Segal and its Total Rewards Program
Segal is a privately owned, leading North American employee benefit, human resources, and investment management consulting firm with over 80 years of history providing trusted advice that improves lives. The current salary range for this position is $50,000 to $65,000 plus opportunity for a discretionary performance bonus based on company profitability and employee performance. In addition, Segal offers a comprehensive suite of benefits to include a non-contributory defined benefit pension plan, matching and discretionary contributions to a 401(k) profit sharing plan, medical and prescription benefits including contributions to a health savings account for eligible employees, dental benefits, life insurance, disability insurance, an Employee Assistance Program, wellness benefit reimbursements and rewards, and professional credential and tuition reimbursement. Segal also provides comprehensive paid time off including holidays, vacation days, sick leave, paid family leave, and sabbaticals.

We are an equal opportunities employer and welcome applications from all qualified candidates.

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