What are the responsibilities and job description for the Administrative Assistant II (for Staff)-Recruited position at TalentBurst, an Inc 5000 company?
Administrative Assistant II
Cambridge, MA
3+ Months with a high possibility of extension
Description
Position Job Description: The SDP Network Engagement Program Assistant temporary employee will support the planning and execution of the SDP Annual Convening to be held in Boston, MA, May 8–9, 2025.
The Role Will Include
Cambridge, MA
3+ Months with a high possibility of extension
Description
Position Job Description: The SDP Network Engagement Program Assistant temporary employee will support the planning and execution of the SDP Annual Convening to be held in Boston, MA, May 8–9, 2025.
The Role Will Include
- Event & Meeting Coordination: Manage attendee lists, assist with event website (Sched) and assist with event logistics (e.g. proofreading food and beverage orders, cross checking registration lists).
- Email & Calendar Management: Organize inboxes, respond to inquiries, and schedule meetings/calendar holds
- Document Preparation & Organization: Assist with drafting, formatting, proofreading and organizing key documents and materials for the Convening.
- Data Entry & Tracking: Maintain spreadsheets and update attendee lists
- General Administrative Support: Perform additional tasks as needed to keep planning and execution on track (e.g. checking RASCI/Asana to make sure we are on track).
- Tracking attendee lists, dietary restrictions, extenuating travel and hotel stay circumstances
- Developing event collateral and copyediting materials to be published
- Printing and organizing hard copy materials for the event
- Ordering materials and tracking their shipment and arrival
- Some travel booking and finance processing for Strategic Data Project affiliates attending the SDP Annual Convening to be held in Boston, MA, May 8–9, 2025.
- Must be local to the Cambridge/Boston, MA area. Must be able to work in-person at the Strategic Data Project office (50 Church Street, Cambridge, MA) in the weeks and days, (approximately April 1 – May 2, 2025) leading up to the event on May 8–9, 2025. Will be required to work in-person during the event at the Hilton Boston Park Plaza Hotel (50 Park Plaza, Boston, MA 02116) the week of May 5–9, 2025.
- The role will require: Strong customer service skills Microsoft Office fluency
- Experience with Excel spreadsheets Strong attention to detail Ability to work fully remotely, as well as in-person as stipulated above, and manage time independently Must have own computer and strong internet connection
- Experience in processing corporate card charges/finance preferred
- Experience in booking travel, including flight booking preferred Previous administrative or event coordination experience required.
- Must be resourceful and have strong discernment with respect to handling routine vs. nuanced tasks Strong organizational, calendar management, data entry/maintenance and customer service/phone skills Ability to thrive in a deadline-driven environment.
- Experience with Sched (or any other event management site/Whova) Calendly, Canva, MS SharePoint, Adobe Professional, Asana and other project management tools. Ability to work independently with minimal supervision.
- Organizes and implements administrative systems and procedures.
- Serves as principal source of information on unit, project or program.
- Gathers and maintains data for and assists in preparing reports, often using a variety of computer software.
- Prepares and maintains financial, personnel, administrative, student records.
- Provides for smooth day to day flow of communications within the department.
- May compose, proofread, edit and prepare correspondence, reports and other materials using word processing, spreadsheets and or databases.
- Arranges for use of facilities and plans meetings, conferences and seminars.
- Contributes to unit goals by accomplishing clerical or administrative duties as required. Ability to work independently with minimal supervision, to handle complex and confidential information.
- Competency using a variety of office computer software.
- Requires intermediate to advanced knowledge of email calendar, word processing, spreadsheets. Prior office experience required.
