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Job Requirements of Engagement and Administrative Coordinator:
-
Employment Type:
Contractor
-
Location:
Boston, MA (Onsite)
Do you meet the requirements for this job?
Engagement and Administrative Coordinator
Careers Integrated Resources Inc
Boston, MA (Onsite)
Contractor
Job Title: Engagement and Administrative Coordinator
Location: Boston, MA 02210
Duration: 6 months+ (with possible extension)
Pay Range: $38.60/hr. on W2
This is what you will do:
You will be responsible for:
Team Engagement:
Event Planning & Coordination:
Office Support & New Hire Experience:
Recognition & Milestone Management:
Administrative Support for Two Executives:
Calendar Management:
Travel & Expense Management:
Meeting Support:
Communications & Shared Calendar Support:
Additional Responsibilities:
You will need to have:
Required Skills & Qualifications:
Location: Boston, MA 02210
Duration: 6 months+ (with possible extension)
Pay Range: $38.60/hr. on W2
This is what you will do:
- The Team Engagement & Executive Administrative Support Coordinator will play a key role in supporting team engagement initiatives while providing high-level administrative support to two executives.
- This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
You will be responsible for:
Team Engagement:
Event Planning & Coordination:
- Coordinate team events, including town halls, team lunches, happy hours, outings, and offsite activities.
- Manage end-to-end event logistics, including catering coordination and on-site setup/clean-up for meetings and events with 10+ attendees.
- Plan and support offsite meetings and team-building activities.
- Coordinate with external vendors for catering and event-related services.
- Manage and maintain relationships with preferred catering and event vendors.
Office Support & New Hire Experience:
- Provide on-site support for new hires and visitors at the Boston office.
- Manage and coordinate the visitor management system.
- Support new hire onboarding activities to ensure a seamless experience.
Recognition & Milestone Management:
- Maintain and manage a calendar for team birthdays and work anniversaries.
- Proactively arrange and send gifts, cards, or flowers to recognize milestones.
- Coordinate group cards and communications during difficult or exceptional circumstances.
Administrative Support for Two Executives:
Calendar Management:
- Coordinate meetings and proactively manage scheduling conflicts.
- Book meeting rooms, including restricted rooms, in collaboration with Facilities.
- Add meeting rooms to recurring meetings and ensure appropriate setup time.
- Coordinate A/V and IT support for meetings.
- Implement preventive scheduling measures, such as booking rooms in advance to allow for setup.
Travel & Expense Management:
- Arrange domestic and international travel, including flights, transportation, hotels, and car services.
- Process and manage expense reports, including audit follow-ups.
- Coordinate visa processes and other travel-related requirements.
Meeting Support:
- Order and coordinate catering for leadership meetings and events with 10+ attendees.
- Manage catering setup and clean-up logistics.
Communications & Shared Calendar Support:
- Manage distribution lists and shared team calendars.
- Support internal communications via email, Workvivo, and team announcements, leveraging GenAI tools for efficiency when appropriate.
- Prepare materials for Town Halls and support meeting facilitation.
- Act as a liaison with administrative colleagues across Client to support information sharing and communication alignment.
Additional Responsibilities:
- Provide technology and systems support as needed.
- Maintain team contact databases and organizational charts.
- Track, manage, and report on event and administrative budgets.
- Identify and recommend process improvements to enhance team efficiency.
You will need to have:
Required Skills & Qualifications:
- Bachelor’s degree or equivalent relevant work experience.
- Minimum of 3–5 years of experience in executive administrative support, office management, or team coordination roles.
- Proven experience supporting senior leaders/executives in a fast-paced corporate environment.
- Strong calendar management skills, including coordination of complex schedules and meeting logistics.
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