Our client, a laboratory affiliated with a prestigious university located in Lexington, MA, is seeking a temporary administrative assistant to join the team. This is a full-time, hybrid position requiring 1-2 days on-site, with the Monday-Friday hours of 8:30am to 5pm. During special projects, there may be an increased on-site requirement of up to 20 days per month. Compensation for this role ranges from $25-30 per hour depending on level of experience. Qualified and interested individuals are encouraged to apply today for immediate consideration.
Job Description: Administrative Assistant
Provides administrative support to ensure the efficient operation of the office.
Supports managers and employees through tasks related to organization and communication.
Responsible for handling confidential and time-sensitive material.
Familiar with a variety of concepts, practices, and procedures in the field.
Effectively communicates via phone and email to complete all administrative tasks accurately, on time, and with high quality.
Answers and directs phone calls.
Organizes and schedules meetings and appointments.
Maintains contact lists.
Produces and distributes correspondence, memos, letters, faxes, and forms.
Assists in the preparation of regularly scheduled reports.
Develops and maintains a filing system.
Books travel arrangements.
Submits and reconciles expense reports.
Provides general support to visitors.
Provides information by answering questions and requests.
Takes dictation and researches information to create presentations.
Generates reports and handles multiple projects.
Prepares and monitors invoices.
Develops administrative staff through information-sharing, educational opportunities, and experiential growth.
Ensures operation of office equipment by maintaining inventories, completing preventive maintenance, and evaluating new equipment.
Maintains supplies inventory by checking stock, anticipating needs, and placing orders.
Background/Need:
Client Services team handles procurement and record-keeping for mobile devices used by Laboratory staff.
Administrative Assistant needed to support mobile device ordering and resolution of service-related tickets.
Key Responsibilities:
Process mobile device procurement orders and service requests via the ServiceNow ticketing platform.
Update records of employees or mobile lines of service in associated databases.
Complete paperwork for shipping material goods to remote Laboratory staff or new hire candidates.
Assist in porting mobile lines of service between carriers.
Analyze and resolve mobile device financial error reports.
Create, analyze, and resolve mobile device compliance reports.
Develop well-written instructional knowledge base articles.
Generate ad hoc reports and conduct data analysis to resolve issues.
Complete minor projects as assigned.
Communicate clearly and accurately with customers regarding requests.
Required Skills:
Advanced Excel skills, including the ability to perform VLOOKUPs and create pivot tables/charts.
Basic understanding of Apple product lines and mobile device functionality.
5-10 years of experience in customer service, with a demonstrated ability to resolve complex customer issues.
Strong interpersonal and communication skills to work with customers, support staff, and vendors.
Ability to manage expectations and build positive relationships.
Preferred Skills:
Experience with ServiceNow or similar service ticket platforms.
Willingness to learn technical aspects without prior knowledge.
Prior administrative support experience within the military is beneficial.
Certifications or training related to Microsoft Office products.
Familiarity with ticket workflows or automations.
Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.
California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.
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Company Profile:
Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.
Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.
Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com .
