Administrative Assistant 3 - Apex Systems

Job#: 2047269

Job Description:

Apex Systems is a world class technology services business that incorporates industry insights and experience to deliver solutions that fulfill our clients’ digital visions.

Apex has an opportunity for an Administrative Assistant. For applicants interested in the opportunity, send your updated resume to Kaden Abreu, Professional Recruiter at [email protected].

Here are the details:

Position: Administrative Assistant

Location: Hybrid onsite 4 days a week in Boston, MA

Rate: negotiable based on experience

Duration: +4-month contract

Position Description:

• Complex Calendar Management: Proactively manages the leaders calendar in a timely and accurate manner. Includes scheduling of meetings and events, resolution of conflicts, recommends meetings and calendar updates/modifies based on anticipation of needs grounded in organizational context.
• Meetings and Events: Plan and coordinate team meetings and events of varying sizes and complexity; includes venue selection, ordering catering, tracking expenses, agenda creation, material preparation, A/V resource planning, and coordinating communications to the attendees.
• Communications: Under the leaders direction, write, contribute and/or edit draft communications, involve appropriate stakeholders and gain final approval. May manage distribution lists and send communications on the leaders behalf.
• Travel: Obtain trip approvals, book domestic and international business travel; secure visas, maintain travel profiles
• Expenses: Track and submit expense reports, reinforce Policy w/team members
• On/Off boarding: Help ensure successful on/off boarding of team members; may include equipment procurement and supply management, space planning, scheduling meetings, assisting with communications and/or helping the leader to remember his/her action items.
• Presentations: Produce and/or edit high quality PowerPoint or Keynote presentations
• Organization Chart Management: Handle the creation and maintenance of organizational charts as needed
• Budget Tracking: may assist leader with tracking of expenses
• Support team plans, projects, activations or other deliverables as needed
• Serve as the main point of contact for administrative questions from the team
• Provide coverage for other leaders where temporary administrative needs exists

KEY CAPABILITIES:

• Strong written and verbal communication skills; ability to work and communicate effectively with a variety of personalities including senior level executives
• Proven ability to work in a fast-paced, results-oriented, team environment with sometimes high levels of ambiguity and independence
• Organize, prioritize and appropriately handle highly confidential and sensitive information Proficiency using required software as well as internal Nike systems
• Be a connector - take initiative and seek connection on behalf of other people to solve problems and answer questions
• Ability to occasionally work outside of core business hours
• Familiarity with Microsoft Suite, Slack, Box, and Concur preferred

EXPERIENCE REQUIRED:

• High school diploma or equivalent required
• Minimum of 3 years of administrative work experience required

Additional Benefits:

For this opportunity, you will also be eligible for benefits through Apex for the contract period, 401K, medical/health benefits options, a W2 hourly rate, weekly pay, and direct deposit!

EEO Employer

Apex Systems is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at [email protected] or 844-463-6178.