Operations & Administrative Specialist Woburn MA On Site

Position Title: Operations & Administrative Specialist
Location: Woburn, MA (On-site)

About Us:

We are a dynamic and expanding organization dedicated to delivering exceptional service and operational excellence to our clients. Our workplace fosters teamwork, professionalism, and a proactive mindset. We are currently seeking a reliable and detail-oriented Administrative Assistant to support our daily administrative functions and contribute to the efficiency of our office in Woburn.

Position Summary:

As the Administrative Assistant, you will play a vital role in ensuring smooth day-to-day operations and support the President of the company. This position requires excellent organizational skills, attention to detail, and the ability to manage multiple responsibilities efficiently. You will support scheduling, communications, document management, light bookkeeping, and various administrative duties across departments.

Key Responsibilities:

• Meeting Coordination: Schedule and confirm internal and external meetings, prepare agendas, and ensure all relevant materials are distributed in a timely manner.

• Office Management: Maintain an organized and professional workspace; monitor inventory levels and order office supplies as needed.

• Reception Duties: Answer incoming calls, greet office visitors, and manage incoming/outgoing mail and courier services.

• Document & Records Management: Scan, file, and maintain physical and digital records of receipts, notices, client files, and internal documents.

• Financial & Payroll Administration: Process payroll, handle tax e-payments, file sales tax returns, and download/reconcile bank and financial statements.

• Bookkeeping: Perform data entry and financial record-keeping using QuickBooks; assist with monthly account reconciliation.

• Travel Arrangements: Organize travel plans and accommodations for the president, ensuring cost-effective and timely arrangements.

• General Support: Provide miscellaneous administrative support, including running errands, ordering lunch, and assisting the president with special project needed.

Qualifications & Skills:

• High school diploma or GED required; Associate's or Bachelor’s degree preferred.

• Minimum of 2 years of experience in office administration or as an executive assistant.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Experience with QuickBooks or other accounting software

• Excellent verbal and written communication skills in English.

• Strong organizational abilities with high attention to detail.

• Proven ability to manage multiple priorities in a fast-paced environment.

• Professional appearance and a strong commitment to customer service.

• Flexibility in work schedule to meet occasional business needs.

Why Join Us:

• Supportive and collaborative team culture.

• Professional growth and development opportunities.

• Competitive compensation and benefits package.

Application Instructions:

Thank you for your interest in joining our team!

Qualified candidates are invited to submit their resume along with a cover letter outlining their relevant experience and qualifications to [email protected]

Please ensure that you include “Administrative Assistant – Woburn” in the subject line of your email to help us process your application efficiently.

Kindly note that this is a full-time onsite position based in Woburn, MA. Only candidates currently located in the Boston metro area will be considered.

Please be advised that no relocation assistance or visa sponsorship will be provided for this role.
We look forward to receiving your application!