Sr. Administrative Assistant at a University (Engineering) in Boston

Our University (Engineering) client in Boston is looking for a focused and adaptable Sr. Administrative Assistant with a strong attention to detail and organizational skills as excellent flexibility to support a busy executive team. This is a contract role with the possibility of extension. This full-time position will be on-site. Must exhibit discretion and professionalism in handling confidential information. Immediate availability to interview and to begin is needed.

Responsibilities include (but are not limited to):

• Prepare and submit forms or packages related to faculty, research staff, and visitor appointments/reappointments
• Provide process support to faculty candidate search committees including setting up and attending search committee meetings, scheduling candidate interviews (video and in-person), booking travel, and organizing on-campus visits.
• Prepare new hire paperwork and visa documents; collate documentation needed for tenure and promotion, sabbaticals, leaves of absences, and terminations.
• Maintain departmental calendars accurately with particular attention to preventing scheduling conflicts
• Prepare meeting agendas; prepare and distribute information packages required for meetings; takes and prepares minutes of meetings.
• Manage space and equipment of the department; submit and track facility work order requests. 
• Provide interpretation services and procedural guidance to international faculty candidates, research staff, and visiting scholars related to U.S. and home country immigration laws and associated documentation requirements. 
• Cultivate and manage relationships with vendors, event honorees, and committees; negotiate contracts with both on and off-campus vendors.
• Collect data and maintain various databases related to the programs within the department.
• Enhance the organization and efficiency of the executive team in service of the greater university community.
• Additional administrative tasks as needed; may supervise other staff

Qualifications:

• Excellent proficiency in Microsoft Office suite
• Strong, clear communication, both oral and written
• Excellent time management and multitasking, and the ability to work under pressure
• Must exhibit discretion and professionalism in handling confidential information.
• Must be a dedicated, independent, and innovative team player
• 3-5 years’ related experience, and experience in working with interdisciplinary teams
• B.A./B.S. (any field), advanced degree in business administration is a plus