Administrative Assistant (Boston HQ)

WinnCompanies • Boston, MA

3d • Hybrid

About The Position

WinnCompanies is seeking a highly organized and proactive Administrative Assistant to join our team at corporate office in Boston, MA. This role combines administrative tasks for the President and for some senior members of the Development team. Tasks such as managing schedules, handling expenses, coordinating supplies, and assisting on special projects. Reporting to the President and Administration Manager, the ideal candidate will be a multitasker with excellent communication skills, a comprehensive understanding with Microsoft Suite including email, calendar, OneDrive and teams. The pay range for this position is $32.69-$35.10 per hour dependent on experience. Additionally, the selected candidate will adhere to the following work schedule: Monday through Friday, from 9:00AM to 5:30PM.

Requirements

• High school diploma or equivalent; Associate's or Bachelor’s degree preferred.
• Previous experience in an administrative or office support role with 2-3 years preferred.
• Basic experience with executive support duties (scheduling, calendar management, expense tracking, etc.).
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Strong organizational skills and the ability to handle multiple tasks simultaneously.
• Excellent written and verbal communication skills.
• Detail-oriented, with the ability to maintain accuracy while working under deadlines.
• Ability to handle sensitive information with discretion and professionalism.
• Self-motivated and proactive with a strong problem-solving mindset.
• A welcoming, can-do attitude and a professional presence.

Nice To Haves

• Proficiency with Microsoft Office Suite (ex. Excel, Word, Outlook, PowerPoint, etc.).

Responsibilities

• Calendar management for the President including booking meetings, both internal and external.
• Assist with the preparation of meeting agendas, taking meeting minutes, and following up on action items.
• Handle incoming and outgoing communications, such as emails, phone calls, and messages.
• Assist with the preparation and tracking of expenses, ensuring that receipts and records are properly organized and submitted for reimbursement.
• Organize travel arrangements, including flight bookings, hotel accommodation, and transportation, as needed.
• Provide general administrative support to the team, including filing, data entry, and document management.
• Assist in coordinating meetings, conferences, and travel arrangements and expenses for some senior members of the Development team.
• Prepare and maintain reports, presentations, and other materials as needed.
• Help coordinate and support the execution of projects by assisting with timelines, tracking progress, and following up on deadlines.
• Assist in compiling information and creating reports for project updates.
• Support project managers with administrative tasks related to ongoing projects.
• Act as a liaison between different teams to ensure smooth communication and project progress.
• Oversee the office’s day-to-day administrative needs within the Development team.
• Assist with organizing office events, site tours, lunches, and social gatherings.
• Provide Administrative support to EAs on the team as needed.
• Managing payments and setting up new Development Company vendors as needed.

Benefits

• Generous time off policies (including 11 paid holidays (12 for MA employees); Generous Accrued Time Off increasing with years of service; Generous paid sick time; Annual day of service; Floating Holiday)
• 401(k) plan options with a company match
• Various Comprehensive Medical, Dental, & Vision plan options
• Flexible Spending Account, Dependent Care Flexible Spending Account, Health Savings Account options with HSA annual employer contribution
• Long Term Disability and voluntary Short Term Disability; Basic Term Life Insurance and AD&D; optional supplemental life insurance
• Health Expense Reimbursement program (including gym memberships, equipment, and subscriptions)
• Tuition Reimbursement program and continuous training and development opportunities
• Wellbeing program (group challenges, seminars, opportunities to earn points to reduce medical premiums), Employee Assistance Program, & Commuter and Parking Reimbursement options
• Employee Corporate Discount Programs
• Employee Relief Program supporting employees with unexpected hardships that place undue financial stress on them and their families

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree