Administrative Assistant/ Office Coordinator/ Executive Assistant

Job Title: Administrative Assistant/ Office Coordinator/ Executive Assistant/ Office Administrator/ Business Operations Coordinator

Duration: 3 Years (High Possibility of Extension)

Location: Lexington, MA 02421        

JOB DESCRIPTION:

Clearance: Interim clearance sufficient to start

Work Location: Candidate will be required to work onsite 5 days/wk; Need someone within 30 Miles

Interview Process: Initial phone or zoom. If candidate advances, can expect an onsite interview.

Primary responsibility will be to help ensure smooth coordination and management of all administrative activities for highly dynamic offices. This will include managing training requirements, supporting onboarding and offboarding of new employees, coordinating meeting arrangements, standardizing, and organizing processes, and supporting various special projects as needed. Demonstrates strong calendar management skills, including not only scheduling meetings and appointments, but also proactively coordinating complex calendars, anticipating conflicts, managing priorities, and adjusting schedules in response to changing needs. Additional responsibilities include answering phones, booking travel, processing expense vouchers, escorting visitors, processing electronic shopping carts and PCard purchases, maintaining supplies, entering time sheets, filing both paper and electronic information, and processing a variety of Laboratory forms.

Summary:

The ideal candidate will be a mature, personable, and responsible contributor for these dynamic offices. Able to work both cooperatively and independently, set priorities, and manage multiple concurrent tasks accurately and reliably. Must be able to work effectively with a broad range of levels both within and outside the organization. Must be able to work independently and take initiative, while also collaborating effectively with peers and following direction from leaders. Outstanding written, oral communication and organization skills are essential. Position requires handling of classified material.

Requirements:

·       High school diploma, GED or equivalent is required, post high school education preferred

·       A minimum of 5 years of progressively responsible administrative experience

·       Outstanding organizational skills with demonstrated ability to plan, prioritize, and perform multiple tasks seamlessly and with excellent attention to detail

·       Proactive and independent approach to problem solving and decision making

·       Effective ability to work both independently and as a team player on both short-term and longer-term tasks

·       Highly effective communication skills

·       Ability to meet deadlines in a fast-paced environment, including quick and efficient responses to emails and phone calls

·       Strong interpersonal skills with the ability to build relationships across all levels of the organization

·       Extensive experience with PC operation and Microsoft Office suite is required.

·       Ability to handle confidential information with discretion

·       Must possess strong administrative skills; self-confidence, attention to detail, mature judgment, cooperative and responsible attitude, and a conscientious and organized approach to working in a changing environment along with the ability to work effectively in a team environment and possess great flexibility

Preferred Skill:

·       Experience with SAP/SRM and electronic document management systems is preferred (but on-site training is provided).

Skills Matrix:

• Admin
• Administrative support experience
• Data entry experience
• Experience in creating and booking travel reservations/itineraries
• Experience with calendar management
• Filing
• Meeting Management Skills

Software Galaxy Systems, LLC (SGS) is an award-winning Contingent Workforce Services firm providing a broad range of integrated suite of services through a global delivery platform. SGS brings innovative talent management strategies to empower its clients to stay focused on growth of their core competencies. SGS has developed a comprehensive process-oriented methodology to manage high-volume contingent labor, payroll services and SOW’s for today’s competitive landscape.

SGS is proud of the partnerships it has built with its clients, MSP’s, and employees which has allowed it to deliver unparalleled service to its wide-ranging customer base. SGS is a certified minority owned enterprise that provides innovative yet practical solutions, from concept through execution. We combine technology with strategy and aim to deliver results today that endure tomorrow. SGS’ client centric approach delivers unparalleled value with vastly responsive, streamlined and highly process oriented workforce solutions.

SGS has been awarded and acknowledged by leading MSP’s (i.e., KellyOCG, TAPFIN, Guidant Global, etc.) for its exemplary performance in the contingent workforce space.