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Administrative Assistant - US - Needham, MA

Syniti, formerly BackOffice Associates, was founded to solve business’ complex data challenges, bringing synergy between data and business, delivering confidence and progress along clients’ business transformation journey. Through a combination of unique data expertise, services, and intelligent software leveraging artificial intelligence and machine learning, we help clients manage their data journey from data conversion to data quality, data archival and replication, master data management, analytics, information governance, and data strategy.

Utilizing the market’s top data specialists, validated industry knowledge and proven methodologies, Syniti has led thousands of successful data journey projects for Forbes Global 2000 organizations. SAP resells Advance Data Migration and Information Steward Accelerator by BackOffice Associates as SAP Solution Extensions.

Syniti is a purpose-driven company. “We’re embracing the future together as one – with our employees, clients and partners – accelerating global and human progress, one data challenge at a time.”

Headquartered in Boston, MA, Syniti operates in 25 countries around the globe.

 

Position Summary

The Administrative Assistant is responsible for overall front office activities including the reception area, supplies areas, mail, purchasing requests and the coordination of facilities maintenance. The Administrative Assistant is also responsible for directing and coordinating office services and related activities with the goal of maximizing the utilization of services and equipment. This position is located in our Needham office and will include providing support to executives as needed.

 

Primary Responsibilities:

  • Act as gatekeeper and manager of complex and often-changing calendars
  • Maintain the reception area including but not limited to greeting guests, answering phones, picking up mail daily and distributing accordingly
  • Plan and coordinate external and internal meetings including customer meetings, employee meetings and offsites
  • End to end travel coordination with our Corporate Travel department
  • Receive and direct external visitors
  • Compile receipts to file expense reports and track reimbursement status
  • Create document drafts, provide proofreading and editing for various forms of office communication
  • Attend meetings, taking notes as needed and follow-up on outstanding agenda items
  • Available and responsive to the global nature of the business
  • Assemble and track vendor invoices for all office functions and submit for processing
  • Communicate with outside vendors that maintain the office facilities and communicate related service schedules
  • Obtain best pricing when purchasing office supplies and office equipment for the office in accordance with company purchasing policies and budgetary guidelines
  • Schedule the maintenance of office equipment including all leased equipment
  • Manage office consumables including kitchen supplies
  • Coordinate office lunches as needed
  • Maintain the calendar for conference room usage and ensuring prioritization when there are overlapping requests
  • Assist in coordinating office events or events executives are planning to attend/host
  • Maintain key access cards to the suite
  • Create and maintain a procedural manual for this position
  • Take on special projects as requested

 

Qualifications:

  • Associate’s Degree in Business Administration or related field
  • 2+ years’ experience working in a professional business environment
  • Advanced knowledge of Microsoft Office (Outlook, Word, Excel and PowerPoint)
  • Experience using Zoom, Skype, Slack or other video/audio communication platforms
  • Experience using SharePoint and Microsoft Teams
  • Excellent communication skills, both written and verbal
  • Good planning and organizational skills
  • Superior attention to detail and follow through on tasks
  • A natural problem solver with a genuine interest to learn by helping
  • Strong work ethic, self-motivated and a passion for a high performing team
  • Ability to exercise good judgment in a variety of situations
  • Excellent interpersonal skills; ability to handle different personalities
  • Adaptability to different working styles
  • Ability to prioritize and anticipate needs
  • Ability to maintain confidentiality of highly sensitive information
  • Ability to think on your feet and respond rapidly to changing work environments as well as changing conditions
  • Ability to left approximately 15 -20 lbs

 

If you are interested in this or any one of the exciting career opportunities at Syniti®, please go to www.boaweb.com and view our Careers section, where you should complete the on-line application process.

 

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Syniti is an Equal Opportunity Employer

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