Administrative Assistant Apply
Job Title: Admin Coordinator
Duration: 1 Year
Location: Cambridge, MA.
Pay Rate: $24/hr
Ideal Candidate: Experience working within a large company and a cross-functional teams environment. Supporting Executive leadership. Minimum of associate degree and 4 years of administrative experience. Previous company experience would be a plus.
The Site Administrative Coordinator will support companys Cambridge Massachusetts (AMA) site, reporting into the AMA Chief of Staff / Site Lead
The job responsibilities will include, but not be limited to:
Events (~45%)
Coordinate and organize all on-site and/or virtual conferences, seminars and all-staff events. This may include interfacing with several internal and/or external presenters and speakers, travel arrangements, accommodations for guests, conference room scheduling, catering, video or teleconferencing needs, and appropriate and timely announcements.
Support AMA Employee Resource Group (ERG) leads with event management and logistics with a focus on how to reinforce site engagement and provide visibility to cross-site activities.
Schedule and support cross-site video and teleconferences and work with AV technicians to ensure effective meeting presentations and communications.
Assist with the planning, content collation, execution and follow-up for site all-staff meetings
Maintain internal site event calendar
Administrative (~45%)
Assist the AMA senior leadership team in scheduling and coordinating guest speaker visits, consultants, and candidate interviews.
Assist with the accurate completion of expense reports and reimbursement for visitors
Support AMA senior leadership team with their calendars, including the responsibility, as directed by the AMA senior leadership team to propose meetings (including large multi-site events), respond to meeting requests on behalf of the staff, and maintain departmental and functional calendars and vacation/travel schedules. Assist with meeting set-up.
Coordinate operational and logistical aspects of new hire onboarding: maintenance of buddy program, new hire welcome letters, communications and orientation scheduling, etc.
Interface with other regional companys sites on wellness programs and initiatives to engage staff
Provide basic staff support for companys business systems for onboarding/offboarding, IS tickets, Procure-to-Pay, staff moves, Time and Attendance, Compliance, etc.
Support the External Outreach Committee (EOC), ERGs and affinity groups with external speaker onboarding and payments, as well as additional ad-hoc EOC activities
Serve as POC for day-to-day site and operational questions from staff
Misc (~10%)
Assist with ad hoc projects across the AMA site (e.g., Internal SharePoint resources site, coordination of materials, etc.)
Basic Qualifications
Associate degree and 4 years of administrative experience OR
High school diploma / GED and 6 years of administrative experience
Preferred Qualifications
Bachelors or Associates degree
Ability to create and analyze SmartSheet forms and data
Familiarity with SharePoint for use as both a document repository and web portal
Excellent organization skills with great attention to detail and follow-up
Experience in working with cross-functional teams within a global company
Strong communication, interpersonal, organizational, planning, and writing skills
Self-starter and highly accountable individual who demonstrates strong collaboration and openly shares / seeks appropriate information
Quick learner, proactive, takes initiative
Strong attention to detail and financial acumen
Strong interpersonal skills, negotiation skills, active listening, and relationship management skills
Strong capabilities in interfacing effectively with all levels
Must be able to juggle multiple tasks, establish priorities and meet deadlines
Ability to deal with ambiguity and cope with change at a moments notice
Associate degree and 2 years of experience OR 2 years in a technical school setting with hands-on experience OR High school diploma / GED and 4 years of experience
Top 3 Must Have Skill Sets:
Outlook MS office suite experience. Calendaring, Note taking.
Familiarity with Teams and WebEx.
Strong interpersonal skills
Organization, time management, dependability
Self sufficient
Possible Extension: Yes
Red Flags:
Lacks confidentiality, lacks composure, lacks interpersonal skills.
straight out of school.
No former admin experience
Lacks exp within large organizations or large company
Lack of ownership
Interview Process:
Series of 1:1's
Interview 1: Meet with hiring manager, Interview 2: meet with team, Interview 3: meet with Lori Donald, if deemed necessary Interview 4: meet with Margaret Faul
Below is a brief introduction of SPECTRAFORCE, the benefits we offer, and the disclaimers:
Established in 2004, SPECTRAFORCE is one of the largest and fastest-growing diversity-owned staffing firms in the US. The growth of our company is a direct result of our global client service delivery model that is powered by our state-of-the-art A.I. proprietary talent acquisition platform, robust ISO 9001:2015/ISO 27001 certified processes, and strong and passionate client-engaged teams.
We have built our business by providing talent and project-based solutions, including Contingent, Permanent, and Statement of Work (SOW) services to over 130 clients in the US, Canada, Puerto Rico, Costa Rica, and India. Key industries that we service include Technology, Financial Services, Life Sciences, Healthcare, Telecom, Retail, Utilities, and Transportation.
SPECTRAFORCE is built on a concept of human connection, defined by our branding attitude of NEWJOBPHORIA, which is the excitement of bringing joy and freedom to the work lifestyle so our people (and clients) can reach their highest potential. Our entire workflow and teams are trained to cultivate the joy of NEWJOBPHORIA with candidates and employees throughout their engagement with SPECTRAFORCE. http://www.spectraforce.com
Benefits: SPECTRAFORCE offers ACA-compliant health benefits as well as dental, vision, accident, and hospital indemnity insurance. Additional benefits SPECTRAFORCE offers to eligible employees include commuter benefits, a 401K plan with matching, and a referral bonus program. SPECTRAFORCE offers unpaid leave as well as paid sick leave when required by law.
Equal Opportunity Employer: SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability or veteran status, or any other category protected by applicable federal, state, or local laws. Please contact Human Resources at nahr@spectraforce.com if you require reasonable accommodation.
