Job Description

Administrative Assistant (Mid-Level)

Location: Onsite – Lexington, MA

Schedule: Full-Time, Monday–Friday (8:00 AM – 5:00 PM or 9:00 AM – 6:00 PM)

Contract Length: 12 months+ with potential for long-term opportunities

Pay Rate: $35–$42/hr (W2) depending on experience

We’re seeking a proactive and dependable Administrative Assistant to support busy, high-performing technical groups. This is not a front desk or receptionist role — we’re looking for someone with demonstrated success supporting large departments or teams , ideally in a fast-paced or technical/corporate environment. You will play a critical role in scheduling, planning internal events, coordinating visits, and handling day-to-day operations for teams of 40+ individuals across multiple managers.

Key Responsibilities

• Manage complex calendars and scheduling across multiple leaders and team members
• Coordinate internal and external meetings, customer visits, and onsite sponsor engagements
• Support event logistics: ordering food, reserving rooms, sending invites, and ensuring smooth execution
• Place and track purchase orders for equipment and services; follow up with vendors as needed
• Assist in triaging requests from staff and leadership — redirecting and escalating appropriately
• Partner with other administrative professionals across departments to maintain team alignment and coverage
• Use MS Office Suite (Outlook, Word, Excel) for daily communications, scheduling, and documentation
• Maintain office organization, supplies, and shared resources

Preferred Qualifications

• 5–10 years of administrative experience, ideally in a corporate or technical environment
• Proven ability to support larger departments or teams (not just 1–2 executives)
• Experience with complex scheduling, coordinating visits, and managing administrative workflows
• Strong communication and collaboration skills — able to work across teams with a positive, low-drama approach
• Adaptability is key: comfortable learning new systems and flexing responsibilities as needs evolve
• Detail-oriented, dependable, and capable of operating independently once trained

Work Environment & Expectations

• 100% onsite in Lexington, MA — this is required and non-negotiable, particularly during the first 3–6 months
• Must be reliable, punctual, and able to handle a high-volume, fast-moving office
• You will be joining a collaborative team of administrators — this is a highly team-based role
• Arrival time must be between 7:30 AM – 9:30 AM , with flexibility to support team needs through 5:00–6:00 PM

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