Administrative Assistant

VHB • Boston, MA

3d • Onsite

About The Position

VHB is seeking a full-time, in-person Administrative Assistant to staff the front desk and support its busy Boston office. The position serves as a first point of contact for colleagues and visitors and helps keep the office welcoming, organized, and operating efficiently and professionally. The work environment is in-office Monday through Friday, 8:00 a.m. to 5:00 p.m., with the possibility of overtime and occasional after-hours assistance for events; additional work is coordinated in advance. Professional attire at the level of business casual or higher is required, consistent with VHB dress code policies. The role requires the ability to lift 20 pounds.

The Administrative Assistant manages visitor access and front-desk communications, supports office organization and upkeep, coordinates meeting and event logistics, and maintains office communications and activities. The role also handles clerical tasks and may take on project administration, including contract documents and invoices, over time, with training provided. The position collaborates with the Boston Office Manager, VHB Facilities team, local IT representatives, meeting hosts, and the Health and Safety Team.

The role requires 2–5 years of office administration experience and a high school diploma or GED. An associate degree or advanced administrative coursework is preferred. The hourly pay range for this Boston, Massachusetts position is $22.50–$32.50. The actual rate depends on job-related factors. Eligible employees may receive incentive compensation, spot bonuses, and merit-based salary increases. VHB describes its culture as collaborative, inclusive, technology-empowered, people-driven, and future-ready, with opportunities to develop skills and work on projects with community impact.

Requirements

• 2–5 years of office administration experience.
• High school diploma or GED.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, Teams, and PowerPoint.
• Strong organizational skills and attention to detail.
• Excellent time management and flexibility to multitask and prioritize in a fast-paced environment with firm deadlines.
• Ability to remain composed and organized while managing visitors, requests, and interruptions.
• Good judgment, problem-solving, and decision-making skills.
• Professional phone manner, customer-service orientation, and interpersonal skills.
• Excellent verbal and written communication skills, including correct grammar and punctuation.
• Strong written communication skills for newsletters and event announcements.
• Ability to understand, respond to, and retain information to collaborate effectively with colleagues and clients.
• Integrity and sound judgment when handling company funds and monitoring card activity.
• Self-motivation, proactive thinking, and ability to work independently without direction, while also accepting direction on assignments.
• Situational awareness and a professional, positive attitude in a team environment.
• Willingness to learn new systems and processes, including project and financial administration tasks.
• Ability to lift 20 pounds.
• Availability for the stated in-office schedule and possible overtime or occasional after-hours event assistance.

Nice To Haves

• Associate degree or some advanced administrative coursework.
• Experience working with a multidisciplinary engineering firm.

Responsibilities

• Serve as the first point of contact by greeting visitors professionally and hospitably in a high-traffic office.
• Manage building security and visitor access.
• Answer phone calls and respond to emails promptly and professionally.
• Coordinate office organization with the Boston Office Manager and VHB Facilities team, and identify improvement and maintenance needs.
• Keep common areas clean, tidy, organized, and presentable; maintain the café and kitchen, including light cleaning, dishwashing, and refrigerator organization.
• Order and manage office supplies and inventory.
• Track purchases, retain receipts, and reconcile payment activity accurately and promptly.
• Coordinate meeting needs with hosts, including materials and lunch when required.
• Set up conference rooms and coordinate with local IT representatives on audio and video connections for presentations and virtual meetings.
• Provide occasional after-hours assistance for office events.
• Maintain the Boston office calendar and support a regular office newsletter about events and activities.
• Coordinate and promote office events to support connection and engagement among Boston staff.
• Prepare office correspondence, presentations, and other documents; file, scan, copy, and organize mailings.
• Sort and deliver daily mail and ship packages.
• Learn and, over time, support project administration tasks such as contract documents and invoices, with training provided.
• Assist the Health and Safety Team with office-specific needs.
• Support office initiatives as needed and requested.

Benefits

• Eligible employees may participate in the VHB 401(k) plan.
• Medical insurance.
• Dental insurance.
• Vision insurance.
• Life insurance.
• Disability insurance.
• Wellness programs.
• Tuition reimbursement.
• Recognition programs.
• Eligible employees may receive annual incentive compensation bonuses, spot bonuses, and merit-based salary increases.
• Learning and development support.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED