Administrative Assistant (Boston HQ)

WinnCompanies•Boston, MA

1d•$33 - $35•Hybrid

About The Position

WinnCompanies is seeking a highly organized and proactive Administrative Assistant to join our corporate office in Boston, MA. The ideal candidate for this role is a poised, highly organized administrative professional with significant, hands‑on experience managing complex executive calendars and a minimum of 2–3 years working in a corporate office environment. This position requires someone who thrives in a polished, fast‑paced professional setting, anticipates needs before they arise, and communicates with clarity and confidence. The right individual will bring a proactive mindset, exceptional attention to detail, and the ability to support senior leaders with discretion, accuracy, and professionalism. This role provides administrative support to the President and select senior members of the Development team, with calendar management as a core responsibility. Key tasks include scheduling, expense handling, coordinating supplies, and assisting with special projects. Reporting to the President and Administration Manager, the ideal candidate will be a strong multitasker with excellent communication skills and a comprehensive understanding of Microsoft Suite, including Outlook email and calendar, OneDrive, and Teams.

Requirements

High school diploma or equivalent; Associate’s or Bachelor’s degree preferred.
2–3 years minimum administrative experience in a corporate office environment.
Extensive experience with executive support duties, including complex calendar management, scheduling, and expense tracking.
Advanced proficiency in Microsoft Office Suite: Outlook, Word, Excel, PowerPoint.
Strong organizational skills with the ability to manage multiple priorities.
Excellent written and verbal communication skills.
High attention to detail and accuracy under deadlines.
Ability to handle sensitive information with discretion and professionalism.
Self‑motivated, proactive, and solutions‑oriented.
A welcoming, can‑do attitude and polished professional presence.

Responsibilities

Executive calendar management for the President, including scheduling internal and external meetings.
Meeting preparation: draft agendas, take minutes, and track action items.
Communication handling: manage incoming/outgoing emails, calls, and messages.
Expense coordination: prepare, track, and organize receipts and reimbursement documentation.
Organize travel arrangements, including flights, hotels, and transportation.
Provide general administrative support such as filing, data entry, and document management.
Coordinate meetings, conferences, travel, and expenses for senior Development team members.
Prepare and maintain reports, presentations, and other materials.
Support project execution by tracking timelines, progress, and deadlines.
Compile information and create project update reports.
Assist project managers with administrative tasks for ongoing projects.
Serve as a liaison between teams to ensure smooth communication and workflow.
Oversee day‑to‑day administrative needs within the Development team.
Assist with office events, site tours, lunches, and social gatherings.
Provide administrative support to EAs as needed.
Manage payments and set 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
Flexible and/or Hybrid schedules are available for certain roles
Employee Relief Program supporting employees with unexpected hardships that place undue financial stress on them and their families