Administrative Assistant – Government / Transportation | Boston, MA

Job ID: 815013
Company: Sigma, Inc.
Client: Commonwealth of Massachusetts – Department of Transportation (MassDOT)
Location: 185 Kneeland Street, Boston, MA
Contract Duration: 6 Months
Work Arrangement: Onsite

Job Summary

Sigma, Inc. is seeking a highly organized and detail-oriented Administrative Assistant for a six-month contract opportunity supporting the Commonwealth of Massachusetts Department of Transportation (MassDOT) in Boston, MA.

This position provides administrative and executive support to the Deputy Chief Safety Officer, Chief of Safety Management Systems, and other designated Safety Division staff. The successful candidate will assist with document preparation, PowerPoint presentations, meeting scheduling, calendar management, correspondence, and office supply coordination.

The ideal candidate has experience in administrative support, executive assistance, office coordination, or clerical operations and is comfortable managing multiple priorities in a professional, fast-paced environment.

Key Responsibilities

• Provide administrative and clerical support to the Deputy Chief Safety Officer, Chief of Safety Management Systems, and designated Safety Division personnel.

• Support departmental operations across the South Station and 185 Kneeland Street offices.

• Prepare, edit, and finalize PowerPoint presentations, reports, and other business documents.

• Coordinate document copying, printing services, and distribution of administrative materials.

• Submit documents for electronic signatures using DocuSign and assist with related document tracking.

• Draft meeting agendas, itineraries, correspondence, memoranda, and other departmental documentation.

• Schedule internal and external meetings and maintain departmental calendars for South Station managers.

• Prepare and distribute meeting minutes, correspondence, reports, and other communications.

• Coordinate the ordering, inventory, and delivery of office supplies, safety promotional materials, and equipment.

• Assist with purchase requisitions, receiving documentation, and invoice processing.

• Maintain accurate records and ensure documents are organized and distributed promptly.

• Provide general administrative assistance to support efficient daily operations.

Required Qualifications

• Previous experience in administrative assistance, office coordination, executive support, or clerical work.

• Strong written and verbal communication skills.

• Proficiency in Microsoft Office, particularly Word and PowerPoint; familiarity with Outlook calendar management is beneficial.

• Excellent organizational skills and attention to detail.

• Ability to prepare professional documents, reports, presentations, and correspondence.

• Experience coordinating meetings, managing calendars, and tracking administrative tasks.

• Ability to handle multiple assignments and meet deadlines.

• Professional demeanor when communicating with managers, colleagues, and external stakeholders.

Preferred Qualifications

• Experience supporting executives, senior managers, or department leadership.

• Familiarity with DocuSign or similar electronic signature platforms.

• Experience preparing meeting agendas, minutes, reports, and official correspondence.

• Knowledge of purchasing processes, requisitions, invoice documentation, and inventory management.

• Previous experience in a government agency, public-sector organization, transportation department, or large corporate office.

Ideal Candidate

The ideal candidate is dependable, organized, and proactive, with strong administrative skills and the ability to provide reliable support to department leadership. Candidates with backgrounds in executive administration, government office support, office management, or administrative coordination are encouraged to apply.

Position Highlights

• Position: Administrative Assistant

• Job ID: 815013

• Client: Commonwealth of Massachusetts – Department of Transportation

• Location: 185 Kneeland Street, Boston, MA

• Duration: 6-month contract

• Work Setting: Onsite

• Key Skills: Microsoft Office, PowerPoint, DocuSign, calendar management, meeting coordination, document preparation, correspondence, and office administration