Administrative Assistant needed to work onsite in Boston, MA

Job ID: 807083
Location: Boston, MA
Duration: 6-Week Contract
Work Arrangement: 100% Onsite
Work Location: Commonwealth of Massachusetts – Massachusetts Historical Commission (MHC), 220 Morrissey Blvd, Boston, MA

Position Summary:

Sigma Inc. is seeking a detail-oriented and organized Administrative Assistant to support our client, the Commonwealth of Massachusetts – Massachusetts Historical Commission (MHC), in Boston, MA. This is a fully onsite, six-week contract opportunity located at 220 Morrissey Blvd.

The ideal candidate will possess strong administrative, clerical, and customer service skills with experience supporting office operations, managing records, coordinating meetings, and maintaining vendor and office supply activities in a professional environment.

Key Responsibilities:

• Answer incoming telephone calls, assist walk-in visitors, and provide information and referrals as appropriate.
• Prepare and coordinate outgoing mailings utilizing UPS, FedEx, and other shipping services.
• Perform general clerical and administrative duties including filing, mailings, record maintenance, and special projects.
• Distribute inter-office correspondence and Director's mail as needed.
• Maintain strict confidentiality when handling fiscal and sensitive information.
• Assist with filing, archiving, and maintaining organizational records and documents.
• Maintain and track office supply inventory using spreadsheets and inventory logs.
• Prepare purchase requisitions and contact vendors to obtain pricing and quotes.
• Order office supplies, reconcile deliveries against original requisitions, and distribute materials to staff.
• Maintain service contracts for office equipment and coordinate service requests as needed.
• Serve as the primary contact for office equipment service calls and verify billing accuracy.
• Coordinate and set up monthly Commission meetings, including meeting logistics and preparation.
• Transcribe meeting minutes from recorded audio files for hybrid Commission meetings.
• Upload and maintain electronic meeting files and documentation within designated folders.
• Provide additional administrative and operational support as assigned by the Executive Director or Fiscal Manager.

Required Qualifications:

• Previous experience as an Administrative Assistant, Office Assistant, Clerical Assistant, or related administrative support role.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Experience with filing systems, document management, and records retention.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong organizational skills and attention to detail.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Experience working with office equipment, shipping services, and vendor coordination.

Preferred Qualifications:

• Experience supporting government agencies, public sector organizations, or nonprofit organizations.
• Experience preparing meeting materials, recording meeting minutes, and coordinating board or commission meetings.
• Familiarity with procurement processes, purchase requisitions, and invoice reconciliation.
• Experience with records management, archiving, and document retention procedures.