Overview
Administrative Assistant Jobs in Newton, MA at The Hollister Group
Title: Administrative Assistant
Company: The Hollister Group
Location: Newton, MA
Overview
Join our client as an Executive/Administrative Assistant, where you’ll provide independent, high-level administrative support to the President/CEO, COO, and policy staff. In a fast-paced, small-office environment, your organization, professionalism, and attention to detail will keep the corporate office running smoothly—ensuring accurate recordkeeping, polished communication, and efficient day-to-day operations on behalf of executive leadership.
Compensation
$68,000 – $70,000
Responsibilities
- Deliver comprehensive administrative support for executive leadership and policy staff
- Draft, proofread, and prepare executive correspondence, records, reports, and documents
- Coordinate daily mail processing, distribution, and office-related communication flow
- Serve as primary receptionist—greeting visitors and directing inquiries professionally
- Maintain secure, well-organized digital and physical filing systems and records
- Digitize, organize, and manage inventory for off-site stored documents
- Support document retention practices and keep retention processes current
- Monitor office supply needs, coordinate equipment maintenance, and keep essentials stocked
- Assist with scheduling and administration for staff, Board, and committee meetings
- Prepare and maintain Board/committee meeting minutes and supporting records
- Help plan and execute special and annual member meetings, including required administrative and regulatory tasks
- Schedule travel, meetings, and appointments for executives
- Prepare agendas and documentation; ensure minutes are recorded and distributed
- Maintain petty cash and support expense tracking processes
- Respond to member requests for marketing materials and coordinate distribution
- Retrieve information from records/minutes and produce summaries as needed
- Attend off-site meetings and conferences as required across Greater Boston/New England
- Perform additional administrative duties as assigned
Requirements
- Associate Degree or completion of business/secretarial school
- Minimum 5 years of senior-level administrative support experience
- Excellent verbal and written communication skills
- Strong interpersonal skills with a professional, diplomatic approach
- Advanced proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint
- Strong organizational skills and exceptional attention to detail
- Ability to work independently and manage multiple priorities in a fast-paced environment
- Demonstrated knowledge of clerical procedures, recordkeeping, and office systems
- Ability to type at least 60–70 words per minute
- Proficiency with Windows operating systems
- Familiarity with accounting software
- Experience using web conferencing platforms (e.g., Webex, Zoom)
- Reliable transportation for required off-site meetings
- Knowledge of insurance, credit unions, or financial institutions (preferred)
- Paralegal experience (preferred, not required)
- Ability to lift up to 25 pounds
Our Commitment to Inclusion & Belonging
The Hollister Group is an equal opportunity employer. We welcome and encourage applications from people who are under-represented in their respective occupation or position.
