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Administrative Services Manager

Boston, MA · Administrative
The successful candidate will:
 
Executive Support-
  • Serve as an effective gatekeeper of senior executives’ schedule, email, correspondence and office. Handle matters proactively and efficiently, with a goal of establishing a bridge of smooth communication for all levels of staff and our clients.
  • Draft, compose, and distribute correspondence, communicating directly and on behalf of executives. This can include reports, emails, letters, and other critical documents.
  • Generate summarized (financial and/or metrics) reports with key information. Develop processes to compare and track variances, all the while seeking improvements. This would include reports for internal processes, workload allocation, staffing, and more.
  • Draft and create effective presentations on behalf of executives.
  • Coordinate all travel arrangements and provide detailed travel plans, itineraries, and agendas. Produce expense reports in a timely manner. Ensure the office calendar and the staff calendars are updated.
  • Lead regularly scheduled meetings related to staff management and workload allocation. May include scheduling, minute taking, and distribution, as well as chairing the meeting.
  • Maintain effective filing system, in cooperation with corporate policies, to ensure physical and electronic paperwork is appropriately placed.
  • Provide and organize research on team projects, proposals and/or leads.  Ensuring follow-through on projects to successful completion with deadline pressures.
  • Manage highly confidential and sensitive information with utmost discretion.
Staff & Office Management-
  • Staff Management of Admin staff in Boston and Hartford including recruiting, onboarding, performance evaluations, ongoing training, and development. 
  • Interacts with Senior Management regarding workflow and forecasting. Delegate assignments and routine tasks.
  • Identify problems, propose solutions, and make decisions quickly and independently to ensure a quality-based, customer-oriented flow of administrative and office services in each assigned office.
  • Office Management - including landlord coordination, facility services, furnishings, space planning, refreshments, supplies, and equipment. Delegate projects and/or routine tasks as appropriate.
  • Admin Leadership Team Participation - works in conjunction with other administrative staff to support and facilitate continuous process improvement an ensure compliance with company procedures and processes. Work to promote a cohesive cross-country team by chair-in improvement groups and presenting/leading the monthly meetings.
  • Liaise within the Business Unit, across the organization, and with external partners/vendors/associations as required to build and maintain key relationships with stakeholders across the organization.
  • Event Planning - seeking an understanding of the need, directing staff and/or handling the selection and coordination with needed vendors, providing support internally for the execution of event.  This will require such things as purchasing, vendor negotiations, supporting event with AV, and hosting duties. This could include regular in-office meetings, executive visits, parties, receptions, and office-wide gatherings.
SKILLS/EXPERIENCE
 
Soft Skills-
  • Highly organized, efficient, and demonstrates superior attention to detail
  • Problem solver and enjoy finding the most efficient and creative solution to have the puzzle pieces fit together
  • Strong sense of urgency and can work longer hours when necessary
  • Adapt to changing priorities and schedules and predict upcoming needs
  • Perform duties with the utmost confidentiality and discretion
  • An ease switching gears and strong self-management skills to balance workload and conflicting priorities
  • Strong service focus and exceptional skill at cultivating long-term relationships with clients and colleagues
  • A thirst for information and knowledge sufficient to problem solve and think proactively,
  • A positive attitude with appropriate professionalism and people awareness to effectively serve as an ambassador of the firm
  • An ability to influence, motivate, and affect the actions of others to get results
  • A focus on efficiency with effective use of resources
 
Software Skills-
 
  • Must be technologically efficient and savvy
  • Must have advanced- level expertise
  • Excel: Formulas, VLOOKUP, Pivot Tables & Reporting, Data Protection, Advanced Charting, Conditional Formatting, Nesting, Index & Match, VBA & macros, Data Tables, Simulations
  • Word: Large document coordination with comments, revisions and tracking using styles and auto-formatting, using graphics, footnotes, end notes, bookmarking with cross-reference, macro development, document protection, electronic signature, Mail Merge, Creating templates & forms, as well as compare and merge documents
  • PowerPoint: Custom animations & transitions, narrated timed presentations, apply design templates, adding excel data with charts and tables to enhance the effectiveness of presentation, image manipulation, and formatting
  • Outlook:Auto reply, share & configure calendars, plan meetings, message rules, email signatures and task creation, scheduling, and delegating
  • Adobe: Perform variety of editing functions in DC, creating, merging and exporting files, collect electronic signatures
  • Visio, InDesign, Photoshop, and financial system experience is welcomed
 
Experience-
 
  • 7+ years as an administrative assistant in a corporate environment, preferably providing direct support to a senior leader
  • 5+ years as an administrative staff manager with demonstrated understanding of hiring, coaching, training, and mentoring of staff
  • Exceptional written and verbal communication skills
  • Knowledge of standard office administrative practices and procedures
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