#LI-DE1 #LI-Onsite
The Administrative Services and Operations Manager is responsible for the seamless operation of the Boston office, providing comprehensive executive - level administrative support to senior executive leaders. This role ensures day-to-day operational efficiency, fosters a positive work environment, and supports high level organizational effectiveness, communication, and safety. The ideal candidate is highly organized, proactive, and thrives in a fast-paced, collaborative environment.
Essential Functions and Primary Duties
Executive Level Administrative Support
- Coordinate and delivery high quality executive administrative support to senior leaders of the Boston office including but not limited to – coordinate and managing office meetings, appointments, agenda preparation, meeting logistics and related needs.
- Manage complex calendars and scheduling for office and executive leaders, including coordination of meetings across multiple time zones and prioritization of requests.
- Prepare, edit, and format business documents, spreadsheets, presentations, including PowerPoint as well as other materials as required.
- Coordinate travel arrangements, prepare and process expense reports, and track reimbursements per firm policies,
- Handle all matters with discretion and confidentiality.
Office Operations Supervision
- Supervise administrative staff, including reception and mailroom personnel.
- Oversee day-to-day operational functions and administrative services, including facilities/office maintenance, mail distribution, supplies and equipment management and office logistics.
- Evaluate and recommend process improvements to enhance operational efficiency and service improvements.
- Analyze and advise management on office space capacity and utilization, support office initiatives, maintain internal trackers and implement improvements to administrative workflow, processes and tools.
- Manage vendor relationships and service contracts, including performance.
- Contribute to a positive, collaborative, and solutions-oriented team culture.
Preferred Qualifications
- Minimum of 5 years’ administrative or executive assistant experience with increasing responsibility, preferably in a professional services or corporate environment; experience supporting public accounting professionals is a plus.
- High proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); experience with expense and travel management systems is a plus.
- Strong organization, time management, multitasking, and prioritization skills.
- Ability to work effectively in a fast-paced, dynamic environment and adapt to shifting priorities; willingness to work extended hours when necessary.
- Proven ability to handle sensitive information exercising discretion with confidential information.
- Excellent verbal and written communication skills; including strong business and professional writing, editing, and proofreading capabilities.
This role requires on-site presence in our Boston, MA location 5 days a week.
Minimum Qualifications
- High School diploma or GED required
- 2 years of management experience
- Demonstrated ability to communicate verbally and in writing throughout all levels of organization, both internally and externally
- Exceptional customer relations skills
- Excellent interpersonal skills
- Proven ability in negotiating solutions within an office environment
- Experience in developing procedures resulting in attaining optimum business efficiencies
- Proficient use of applicable technology