48 Administrative Assistants jobs in Malden

Amentum is seeking an Administrative and Technical Support Specialist . The AA independently accomplishes general or routine office administrative tasks. The AA should have the expertise and qualifications to accomplish moderately complex administrative tasks with minimal guidance and assistance. Depending on the customer office, some tasks can be more dynamic (i.e., less routine) and challenging than other tasks.

Sign-on bonus offered if you join us.

Responsibilities:

• Records and file management

• Employee in- and out-processing

• Assist in managing DOD, DSS, and local office policies and programs

• Support the field office chief in scheduling

• Correspondence drafting and routing

• Travel planning (Defense Travel System (DTS)

• Conference room coordination

• Office equipment and supply inventory maintenance

• Government timecard program (DAI) management

• Receipt and routing of office mail/correspondence

• Management of task management (CATMS) system

• Assist in execution of office training program

• Responsible for inputting and managing data bases as directed

Requirements:

• Active secret clearance required

• High School Diploma or equivalent

• 2 years of administrative experience

• all personnel shall have superior oral and written communication skills, as well as a good command of the English language.

• U.S. driver’s license and be capable of operating government vehicles.

• Travel may be required

Preferred:

• Intermediate to high proficiency in Microsoft applications, particularly Word, Excel and Outlook

• Familiarity with the Defense Travel System and timekeeping management programs a plus

Amentum is proud to be an Equal Opportunity Employer. Our hiring practices provide equal opportunity for employment without regard to race, religion, color, sex, gender, national origin, age, United States military veteran’s status, ancestry, sexual orientation, gender identity, marital status, family structure, medical condition including genetic characteristics or information, veteran status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law. Learn more about your rights under Federal EEO laws and supplemental language at EEO including Disability/Protected Veterans ( and Labor Laws Posters ( .

Application Requirements:

Applicants must submit a single PDF containing ALL the following:

• Resume

• Three letters of reference from current or previous employers or professors

• Personal statement (two pages maximum, double-spaced) explaining your interest in an administrative fellowship and specifically why you are interested in the Dana-Farber Cancer Institute program, as well as how you believe you can contribute to Dana-Farber's mission

• Official graduate school transcript

Position Overview:

Are you ready to make a significant impact in the world of healthcare administration? Dana-Farber Cancer Institute is looking for a dynamic and ambitious individual to join us as an Administrative Fellow. This prestigious one-year fellowship program offers an unparalleled opportunity to work side-by-side with senior leaders, gain immersive hands-on experience, and drive critical, large-scale projects. As an Administrative Fellow, you will be at the forefront of strategic initiatives, shadowing top executives and developing a robust understanding of healthcare leadership. This full-time, hybrid role includes approximately 2-3 days onsite in Boston, providing the perfect balance of flexibility and engagement.

Why Dana-Farber?

• Influence and Innovate: Play a crucial role in shaping the future of healthcare administration at one of the world's leading cancer institutes.

• Elite Mentorship: Gain direct access to our C-Suite and receive personalized mentorship from top healthcare executives.

• Career Development: Enhance your professional skills through exclusive leadership workshops, seminars, and networking opportunities.

• Project Diversity: Work on a variety of high-impact projects, gaining practical experience in project management and implementation.

Located in Boston and the surrounding communities, Dana-Farber Cancer Institute is a leader in life changing breakthroughs in cancer research and patient care. We are united in our mission of conquering cancer, HIV/AIDS and related diseases. We strive to create an inclusive, diverse, and equitable environment where we provide compassionate and comprehensive care to patients of all backgrounds, and design programs to promote public health particularly among high-risk and underserved populations. We conduct groundbreaking research that advances treatment, we educate tomorrow's physician/researchers, and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.

Responsibilities:

• Collaborative Leadership: Work closely with senior leaders to support and drive institute-wide projects and initiatives aligned with Dana-Farber's mission and strategic goals.

• Process Improvement: Engage in cross-functional teams to develop and implement process improvements that enhance operational efficiency and patient care.

• Research and Analysis: Conduct research, perform data analysis, and prepare comprehensive reports to inform decision-making and project planning.

• Executive Shadowing: Participate in meetings with executive leaders and gain insights into high-level leadership strategies and decision-making processes.

• Strategic Contribution: Actively contribute to discussions on organizational strategy, policy development, and improvement initiatives.

• Stakeholder Engagement: Work closely with staff, physicians, and other stakeholders to understand their needs, address concerns, and provide support as required.

• Agenda Management: Organize and execute large, institute-wide agendas and meetings.

Note: Specific duties and requirements may vary depending on the organizational needs and evolving priorities during the fellowship program.

• Educational Background: Bachelor's degree in a related field; a Master's degree in healthcare administration, business administration, or a related field is required.

• Analytical Skills: Strong analytical and critical thinking skills, with the ability to evaluate complex situations and propose effective solutions.

• Communication Skills: Excellent communication skills, both written and verbal.

• Team Collaboration: Demonstrated ability to work collaboratively with cross-functional teams and stakeholders.

• Project Management: Proven project management skills, including the ability to prioritize tasks, meet deadlines, and manage multiple projects simultaneously.

• Healthcare Experience: Previous experience in an office or healthcare setting or knowledge of healthcare operations is preferred.

APPLICATION PROCESS

• Dana-Farber Application Window Opens: June 16, 2025

• Application Window Closes: September 21, 2025

• Semi-Finalist Interviews (via Zoom): September 29 and 30, 2025

• Finalist Interviews (in person): October 10, 2025

• Fellow Selection: Day of Finalist Interviews or Week of October 13th

• Fellowship Dates: July 1, 2026-June 30, 2027

At Dana-Farber Cancer Institute, we work every day to create an innovative, caring, and inclusive environment where every patient, family, and staff member feels they belong. As relentless as we are in our mission to reduce the burden of cancer for all, we are equally committed to diversifying our faculty and staff. Cancer knows no boundaries and when it comes to hiring the most dedicated and diverse professionals, neither do we. If working in this kind of organization inspires you, we encourage you to apply.

Dana-Farber Cancer Institute is an equal opportunity employer and affirms the right of every qualified applicant to receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, national origin, sexual orientation, genetic information, disability, age, ancestry, military service, protected veteran status, or other characteristics protected by law.

EEOC Poster

Provides administrative, organizational and technical support including but not limited to entering time into the firm's timekeeping system, phone reception; providing information to callers; arranging travel and catering accommodations; scheduling meetings and conference room set ups; e-scan, facsimile, ECF filing transmittals; transcription; proofreading work product for typographical, grammatical, or spelling errors; compilation of reports from established sources; photocopying; mail assembly and distribution; and other records/file maintenance.

Depending on the specific assignment, may prepare and/or review for accuracy patent and trademark applications, reports, documentation, general and/or legal correspondence and papers of a legal nature such as, complaints, brief, motions, interrogatories, contracts, agreements, statements, subpoenas, wills, trusts, summonses.

May assist attorneys, paralegals and analysts with the preparation and filing of US Federal/District Court documents or US patent correspondence, transmittal documents, and formal documents.

Projects an image that reflects the professional nature of work done by the firm.

Interacts with clients in a way that supports great client service and relationships.

Accurately drafts and/or writes routine reports and correspondence.

May manage timekeeper calendar (Outlook) and assist in meeting deadlines which may include deadlines associated with US Court or patent applications, prosecutions, litigation and/or other events as directed.

May provide occasional technology support to attorneys and professional staff with regard to connecting docking stations, monitors, desktops, printers and other external devices with remote guidance from IT specialist.

Prioritizes workload in an efficient and effective manner.

Participates in on-going training sessions to enhance his/her technical skills.

Stays informed of all firm policies and standardized procedures and applications.

Assists Legal Support Assistant Trainees by providing training, mentoring, and quality assurance.

The salary pay scale for all staff in this position in Boston, MA is $72,907.00 to $109,362.00 annually. Actual salary may vary based upon several factors including, but not limited to, relevant skills/experience, time in role, base salary of internal peers, prior performance, area of expertise, and geographic/office location.

High School diploma or GED and three years related experience, OR equivalent combination of education and/or experience. Bachelor's degree, ALS, PLS, CAP, or Paralegal certificate preferred.Other Skills: Must have basic legal terminology and an awareness of court filing requirements. Must be able to use legal citations and apply to firm documents. Working knowledge of time entry software, Microsoft Word (styles & tables), Excel, PowerPoint and Outlook. Skilled in the use of a redlining tool. Working knowledge of basic office functions. Ability to type 50 WPM.Ability to anticipate, identify, and proactively implement actions that allow timekeepers to be efficient and effective in serving client needs. Shares knowledge and mentors others on technology applications and firm/division processes.

• Provides comprehensive legal and administrative support to attorneys.
• Manages attorney calendars, schedules, and critical deadlines.
• Enters attorney time and billing data accurately into the accounting system.
• Responds promptly to requests for opening new matters.
• Prepares client invoices and processes relevant payments.
• Prepares and files Information Disclosure Statements (IDS) and related documents.
• Maintains organized and up-to-date electronic files for patent applications.
• Reviews incoming mail (electronic and paper) and proactively takes appropriate follow-up actions.
• Updates and maintains accurate client contact details and reporting instructions.
• Reviews attorney docket reports and sends reminder emails regarding upcoming deadlines and non-extendable tasks.
• Oversees, tracks, and completes large-scale or long-term projects as assigned.

• Minimum of 3 years of experience in administrative support, legal assistance, and/or executive assistance is required.
• Advanced proficiency in Microsoft Office applications, including Word and Outlook, is required.

• Bachelor's degree is preferred.

• Health insurance, dental, and vision plans.
• Disability insurance.
• Life insurance.
• Travel and accident insurance.
• 401(K) plan.

Join to apply for the Culinary Administrative Assistant role at The 'Quin House

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Join to apply for the Culinary Administrative Assistant role at The 'Quin House

Description

The 'Quin House is a multi-award-winning modern private social club in Back Bay that brings together a diverse mix of interesting and interested members of all ages, industries, and backgrounds to forge meaningful connections, expand lives and create a community of impact.

Description

The 'Quin House is a multi-award-winning modern private social club in Back Bay that brings together a diverse mix of interesting and interested members of all ages, industries, and backgrounds to forge meaningful connections, expand lives and create a community of impact.

A vibrant, reimagined hospitality venture intended to enrich the lives of those who join, the club is based on the core principles of providing a place in the city that embraces diversity & inclusivity, stimulating experiences in programming, amazing food and beverage, beautiful design, top-notch hospitality and philanthropy.

WHO ARE WE LOOKING FOR?

The ideal candidate is a driven self-starter with an entrepreneurial spirit who is passionate about anything food & beverage, hospitality, people, talent development, teambuilding and people culture champion. They enjoy being part of a start-up environment and are committed to being a team player. They should have a demonstrated ability to think analytically about the business, have keen financial acumen, excellent people leadership skills, question proposed processes and initiatives, an abundance of creativity, desire to provide highly personalized services, have a critical eye for detail, and have high expectations and standards.

Primary Responsibilities

The Culinary Administrative Assistant will provide administrative and logistical support to The Quin House Culinary team. The Culinary Administrative Assistant will champion task management for the department such as streamline internal communications, ensure compliance with food safety standards, while also assisting with coordinating events and other administrative related duties.

About This Role

• Provide support in participating a culture and work environment based upon respect; providing opportunities for staff to learn, grow and develop their abilities through training employees and creating a positive, productive working environment
• Understands all policies, procedures, standards, specifications, guidelines for The Quin
• Attend meetings as needed to organize distribution of action items and operational knowledge to relevant parties
• Assist with schedules, emails, and calendars for Culinary team with the creation and maintenance of a Department Dashboard
• Maintain and update the Culinary filing systems and databases
• Prepare and compile reports, documents and menus, as requested by the Culinary Director
• Manage and coordinate internal and external communications and meetings for the Culinary Department
• Assist in the implementation of procedures to increase member and employee satisfaction
• Liaise with outlet and culinary teams to create and maintain menu descriptions based on current menus
• Investigate HappOmeter feedback, compile and report findings to the Director of Culinary for follow-through
• Assume additional tasks assigned to you by your direct supervisor or any manager of The Quin that are reasonable requests
• Assist with the ordering of food and supplies while maintaining accurate and responsible inventory management
• Champion recipe data entry into the procurement platform Birchstreet Systems
• Review invoices for price fluctuation and discrepancies to provide accurate financial outlook
• Prepare month-end cost reconciliation reports
• Assist with tracking equipment related issues and following up on maintenance requests
• Assist and coordinate the planning and execution of catering and special events with the direction of accurate and organized BEOs
• Communicate and collaborate with internal and external teams to ensure catering and special events follow BEO guidelines and meet member expectations
• Fully understand and comply with all federal, state, county and municipal regulations that pertain to health, safety and labor requirements of the club, employees and members
• Ensure adherence to food safety and sanitation guidelines and procedures by guided by food handling & HACCP training records
• Maintain and track all daily/monthly HACCP logs as well as health department related documents and certificates
  
  

• Experience in a hotel or restaurant required
• 2+ years in an Executive Administrative Role preferred
• Service oriented style with professional presentations skills
• Maintain high standards of personal appearance and grooming
• A strong team player who supports their team and embraces ownership, accountability, and responsibility for the teams work
• Ability to learn and master Birchstreet Systems
• Excellent oral and written communication skills
• Excellent phone etiquette and courtesy, professional communication, and customer relationship/service
• Detail oriented, organized, good prioritization and follow up skills
• Basic understanding of Health and Safety, Food Hygiene and Employment Legislation
• Open availability and flexibility to work according to the needs of the business
• Strong skills in WORD, PowerPoint, and Excel
• High School Diploma or equivalent preferred
  
  

• Seniority level Entry level

• Employment type Full-time

• Job function Administrative
• Industries Hospitality

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• 401(k) matching
• Bonus based on performance
• Dental insurance
• Health insurance
• Opportunity for advancement
• Paid time off
• Vision insurance

• Primary responsibilities include answering and directing phone calls
• Managing incoming and outgoing mail, documents and communications
• Making and confirming appointments
• Serve as liaison between staff and clients
• Drafting and proofreading letters and other documents
• Copying, scanning, filing, and electronic file maintenance
• Provide administrative support to the law firm's staff
• Keep the law firm's information up-to-date in Clio case management software
• Create, edit, and run reports as needed
• Enter updates to and respond to inquiries from potential clients as needed
• Prepare materials, computer equipment, and set up for meetings
• Maintaining supplies and other administrative duties as required

• Excellent administrative and organizational skills and ability to effectively manage multiple tasks and meet deadlines
• Ability to work with diverse cultures, professionals, and personalities
• Proficient in Microsoft Office Suite, including Excel, Word, and Outlook; Clio or other case management software
• Experience setting up meetings in Zoom or a similar online platform
• Experience working in a setting that requires client confidentiality and discretion.
• Law office experience preferred