Administrative Specialist

Core Overall Job Description:Reporting to the Director of Operations, the Administrative Specialist will be an integral part of the Access Advance (“Advance”) team, serving as the point of contact for both internal and external clients in a multitude of ways. The Administrative Specialist will primarily work on event planning but will also work with the team to provide high-level administrative support to ensure efficient day-to-day operations. This role provides a wide range of administrative and operational support across internal and external stakeholders, including event planning, facility coordination, resource management, providing occasional administrative support to Advance team members and leadership, along with a variety of engaging projects. They will also support the Advance Boston Office with day-to-day responsibilities with opportunities to join challenging, long-term facilities projects as the company continues to grow.The ideal candidate is detail-oriented, proactive, and able to handle confidential information with professionalism. To be successful in this role, candidates should have excellent interpersonal, communication, and organizational skills, and be able to work comfortably and confidently both independently and as a member of a team. They should have strong problem-solving skills and initiative, be able to prioritize their workload, and have excellent time management skills. Attention to detail is a must, as is flexibility and adaptability, with an orientation towards customer service and hospitality. Technical proficiency (or strong interest) in Salesforce, Box.com, Microsoft Office, Cvent, and basic IT troubleshooting is a plus.Specific Job Responsibilities:Meeting & Event Planning & Coordination:Support the Director of Operations in planning and coordinating the twice-yearly Advisory Committee meetings held in various domestic and international locations.Manage planning and coordination for internal company events, such as holiday celebrations, team-building activities, and company retreats.Coordinate with vendors, venues, and travel providers to ensure seamless event execution.Prepare meeting materials, agendas, and post-event reports as needed.Assist in planning, organizing, and executing external marketing events, conferences, and trade shows.Operational and Administrative Support:Provide day-to-day administrative support to the Director of Operations and the broader operations team.Assist the Operations Specialist in drafting and refining training materials and standard operation procedures (SOP’s) for tools such as Salesforce and Box.comContribute to the creation and organization of an internal training and resource library and assist with maintaining and updating internal documentation, training guides, and SOP resourcesCollaborate with the Salesforce Admin team to support training efforts for end users through one-on-one and group training sessionsCoordinate onboarding tasks for new employees, including ordering equipment, setting up workspaces, and requesting building access and conversely support offboarding processesMaintain both the Operations and Access Advance calendar to ensure timely preparation for deadlinesOffice & Facilities Support:Assist with larger facilities initiatives, such as office expansion, furniture installations, and document organizing and filingServe as the primary point of contact for facilities vendors (e.g., copier services, coffee/water services, shredded services, Amazon orders)Submit building work orders and follow up to ensure timely completionOversee inventory for kitchen, office, marketing, and event supplies; restock and organize as neededEnsure conference rooms and other shared spaces are clean, organized, and fully equipped with up-to-date technology (e.g., computers, Logi systems)Welcome visitors and coordinate building accessHandle logistics for internal meetings, including placing catering orders when neededPrepare, ship, and receive UPS, USPS, and FedEx deliveriesOther duties as assignedRequired Skills and Qualifications:High school diploma or equivalent education required, college degree preferredAt least 3 years company meeting planning experienceAt least 5 years of administrative supportKnowledge of appropriate software, including Salesforce.com, Box.com, Microsoft Office 365, Cvent, and WebExIn-office work schedule; must be able to work in person in Downtown Boston, Monday-Friday. Work from home is allowed when necessary.Excellent written and verbal communication skillsAttention to detail when multitaskingMust be eligible to work in the United StatesMust be willing to participate in a background check and drug testingValid driver’s license/REAL ID and current passport – must be able to travel inside and outside of the US.Access Advance LLC is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status or other characteristics protected by law.