Administrative Assistant

VHB • Boston, MA

5d • $23 - $33 • 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. As the first point of contact for colleagues and visitors, the Administrative Assistant helps maintain a welcoming, organized, efficient, and professional workplace. The role works closely with the Boston Office Manager, VHB Facilities team, local IT representatives, meeting hosts, and the Health and Safety Team. It also provides clerical support and, with training, may take on project administration tasks such as contract documents and invoices.

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 the 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.
• Strong customer service orientation, professional phone demeanor, and interpersonal skills.
• Excellent verbal and written communication skills, including correct grammar and punctuation.
• Ability to handle company funds and monitor card activity with integrity and sound judgment.
• Ability to work independently and proactively, while also accepting direction on assignments.
• Ability to retain and respond to information and collaborate effectively with colleagues and clients.
• Willingness to learn new systems and processes, including project and financial administration tasks.
• Ability to lift 20 lbs.

Nice To Haves

• Associate's degree or some advanced administrative coursework.
• Experience working with a multi-disciplinary engineering firm.

Responsibilities

• Greet guests professionally and hospitably in a high-traffic office environment.
• Manage building security and visitor access.
• Answer phone calls and respond to emails promptly and professionally.
• Lead office organization and work with the Boston Office Manager and VHB Facilities team to identify improvement and maintenance needs.
• Keep common areas clean, tidy, organized, and presentable.
• Maintain the café and kitchen, including light surface cleaning, dishwashing, and refrigerator organization.
• Order and maintain office supplies and inventory.
• Track purchases, retain receipts, and reconcile payment activity promptly and accurately.
• 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 support for office events.
• Maintain the Boston office calendar and support publication of a regular office newsletter.
• Coordinate and promote office events to help build staff connection and engagement.
• Prepare office correspondence, presentations, and other documents.
• File, scan, copy, organize mailings, sort and deliver daily mail, and ship packages.
• Learn and, over time, support project administration tasks such as contract documents and invoices.
• 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, dental, vision, life, and disability insurance.
• Wellness programs.
• Tuition reimbursement.
• Recognition programs.
• Eligible employees may receive annual incentive compensation bonuses, spot bonuses, and merit-based salary increases.
• Flexible, hybrid work environment.

What This Job Offers

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