Administrative Assistant (Entry Level)

Job Description

Administrative Assistant | Russell Tobin

The Tone:
This is a contract-to-perm role at Russell Tobin, located in Boston, MA. Russell Tobin is a leading staffing firm that specializes in connecting talented professionals with opportunities across diverse industries. This particular role is critical for ensuring smooth operations within a professional, high-visibility environment, making a direct impact by keeping executives and teams highly organized and efficient.

The TL;DR
• Role: Contract / Early Career
• Type: Contract-to-Perm, Onsite (4 days/week)
• Location: In-person, Boston, MA
• Pay: $30 hourly
• Team: Supports senior/executive leadership directly.
• Mission: To ensure executives and teams operate efficiently by managing key administrative functions and coordination.
• Tech Stack: Microsoft 365 (Outlook, Excel, PowerPoint, Teams)

What You’ll Actually Do
• Support: Provide direct and comprehensive administrative assistance to senior and executive leadership, acting as a crucial partner in their daily operations.
• Scheduling: Proactively manage complex calendars and optimize scheduling requirements across multiple time zones, ensuring seamless coordination for all executive engagements.
• Travel: Coordinate all aspects of domestic and international travel arrangements, including itineraries, bookings, and logistical support to ensure efficient travel.
• Financials: Diligently handle expenses and process invoices, maintaining accurate records and tracking follow-up items to ensure financial operations run smoothly.
• Meetings: Prepare essential meeting materials, comprehensive agendas, and polished presentations, while also serving as a central point of coordination to facilitate effective communication across various teams.

The Must-Haves
• Background: This entry-level career opportunity requires prior administrative support experience, specifically within the demanding environment of the financial services sector.
• Experience: Candidates must demonstrate high proficiency with Microsoft 365 applications, including Outlook for email and calendar management, Excel for data organization, PowerPoint for presentations, and Teams for collaborative communication.
• Skills: Exceptional organizational abilities and meticulous attention to detail are essential for managing complex tasks. The role also requires strong written and verbal communication skills, the capacity to multitask effectively in a high-volume, demanding environment, and the professional discretion necessary when handling sensitive information.