Office Assistant

JB&B•Boston, MA

49d•$29 - $30•Hybrid

About The Position

JB&B, a leader in engineering innovation for over a century, is seeking an Office Assistant for its growing Boston office. This role is crucial for the organization and administration of daily operations, including managing communications, greeting visitors, data entry, and general administrative tasks. The Office Assistant is expected to be proactive in coordination, communication, and problem-solving. This position requires a 5-day-a-week presence at the Boston office.

Requirements

Strong self-starter with the ability to work independently and proactively.
Ability to collaborate in a team environment while also working independently with minimal supervision.
Excellent communication skills with a professional demeanor, capable of interacting with all levels of the organization and clients.
Ability to exercise good judgment when handling confidential information.
Strong attention to detail and organizational skills.
Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, SharePoint, Airtable, Canva, Camtasia, and Docebo.
Ability to work on-site, Monday through Friday.
Minimum of 2+ years of administrative or executive support experience.
High school diploma or GED required.
Experience in event planning.

Nice To Haves

Bachelor's degree preferred.

Responsibilities

Manage daily operations of the Boston office and serve as a primary point of contact for office-related requests.
Establish and maintain relationships with vendors, building management, and service providers.
Coordinate office maintenance, repairs, furniture servicing, workspace improvements, and facility enhancements.
Monitor office supply inventory and reorder as necessary. Draft budget proposals for the following year.
Serve as receptionist, answering and directing incoming calls as needed.
Oversee the office floor plan and coordinate workstation/office moves with the Associate, Senior Office Manager.
Create, plan, and/or maintain new office initiatives (including, but not limited to): Pet of the Month, JBB Trivia Tuesdays, and Coffee Club.
Plan and execute employee engagement initiatives that foster connection, inclusion, and community across offices.
Coordinate office events, celebrations, volunteer activities, recognition programs, and networking opportunities.
Partner with Marketing and HR to create event communications, promotional materials, and employee outreach campaigns.
Support employee resource groups, community initiatives, and cultural engagement programs.
Support membership outreach, internal communications, recruiting efforts, volunteer programs, and community-building activities.
Drive participation in office-wide and company-wide activities that enhance employee experience and strengthen JB&B culture.
Coordinate logistics for internal company events, meetings, and catered lunches; occasional evening event coverage may be required with prior notice.
Lead the planning and coordination of the Annual Client Ski Trip and track event metrics, expenses, participation and post-event outcomes.
Assist one executive in the Boston office, including calendar management, scheduling conflicts, meeting coordination, licensing, expenses, and timesheets.
Handle all matters with confidentiality and discretion.
Support new hire onboarding, including preparing workstations, welcoming new hires/interns, seating assignments, and providing office tours. Plan and coordinate a new hire welcome event.
Assist with internship programs, field trips, and new hire integration events.
Oversee and maintain the Boston Office’s CRM system.
Administer the business development external event scheduling, working closely with the Marketing department to manage the full event lifecycle.
Manage the conference room calendar and handle scheduling conflicts with diplomacy.
Oversee and maintain the master calendar. Creating weekly print outs and TV Displays.
Administer the JBBU platform. Edit and upload all JBBU Live Learning and eLearning materials including class recordings and slides. Assist with purchasing JBBU Rewards.
Ensure compliance with safety and security procedures and policies.
Serve as Emergency Action Plan Coordinator for the Boston office.
Coordinate emergency response planning, training, CPR/AED certification efforts, and emergency team readiness.
Maintain emergency documentation, staff assignments, and safety communications.