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administrative manager, ii or senior

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administrative specialist /hr assistant

administrative manager ii or senior

The Brigham and Women's Hospital, Inc.

<div>Site: The Brigham and Women's Hospital, Inc.<p></p><p><br>
Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.</p><br>
<p></p>
Standard office setting with regular in-person presence across departmental locations. Hybrid flexibility may be available based on operational needs.<p></p><p><b><br>
Job Summary</b></p>
The Administrative Manager for Faculty Operations is responsible for overseeing and enhancing faculty-support operations, ensuring quality service in credentialing, visa processing, onboarding, academic affairs, and professional development initiatives. The role standardizes workflows, supports faculty development, ensures compliance, and collaborates with leadership to enhance support in Radiation Oncology. This role also works closely with senior management to drive organizational effectiveness and ensure high-quality administrative support. Independent judgment, confidentiality, and a collaborative, service-focused approach are essential. This role also works closely with senior management to drive organizational effectiveness and ensure high-quality administrative support.<p></p><div><div><div><div><div><div><div><p><b><br>
Qualifications</b></p></div></div></div></div></div></div></div><div><b>
Team Leadership and Supervision</b><br>
<ul><li>Directly supervise a team of ~10 Administrative Assistants, providing coaching, performance management, and professional development support.</li><li>Oversee recruitment, onboarding, training, staffing coverage, and cross-training plans.</li><li>Conduct regular one-on-one check-ins and team meetings to maintain communication, accountability, and transparency.</li><li>Maintain updated job descriptions, set performance expectations, and complete annual performance evaluations.</li></ul></div><div><b><br>
Faculty Operations</b><br>
<ul><li>Supervise daily operations supporting faculty in credentialing, onboarding/offboarding, academic appointments and promotions, compliance, and scheduling.</li><li>Provide oversight and coordination for day-to-day administrative support of faculty, including calendar management, expense submission, travel booking, and resolution of routine facilities or operational needs.</li><li>Manage onboarding workflows, including orientation scheduling, access setup, and documentation of licensure and certifications ensuring a welcoming and consistent onboarding experience across all practice sites.</li><li>Partner with administrative assistants to ensure consistent, proactive, and high-quality support tailored to faculty responsibilities and departmental priorities.</li><li>Coordinate faculty-related processes in partnership with institutional offices (e.g., Human Resources, Medical Staff Office, Office for Faculty Affairs).</li><li>Support educational and enrichment activities such as grand rounds, mentoring programs, CME events, retreats, and recognition initiatives.</li><li>Partners with clinical and academic leadership to align administrative support with departmental priorities.</li></ul></div><div><b><br>
Education, Enrichment, and Recognition</b><br>
<ul><li>Coordinates logistics for faculty development programs, educational events, and recognition initiatives.</li><li>Tracks faculty involvement in academic and leadership activities, supporting their engagement and professional growth.</li></ul></div><div><b><br>
Process Improvement and Compliance</b><br>
<ul><li>Standardizes and improves administrative workflows related to faculty support.</li><li>Maintains documentation, tracking tools, and templates to ensure consistency and compliance.</li><li>Interpret and communicate policies, timelines, and institutional requirements to faculty and administrative staff.</li><li>Ensures team training and adherence to hospital, system-wide, and regulatory requirements.</li></ul></div><div><b><br>
Human Resources:</b><br>
<ul><li>Oversee personnel matters, including hiring, orientation, training, supervision, and corrective action.</li><li>Monitor workload distribution to ensure appropriate staffing.</li><li>Evaluate and refine policies and procedures; troubleshoot operational issues as they arise.</li><li>Communicate departmental and hospital policies clearly to staff.</li><li>Ensure timely completion of all performance evaluations.</li></ul></div><div><br>
S<b>pecial Projects &amp; New Initiatives:</b><br>
<ul><li>Lead or support projects for Administrative Director and departmental leaders as needed/requested.</li><li>Participates in strategic planning efforts, departmental meetings, and institutional initiatives.</li><li>Ensures the implementation of hospital-wide initiatives into all outpatient clinics.</li><li>Collaborates closely with leadership to implement project initiatives to improve patient and physician experience.</li></ul></div><p><b><br>
Education</b><br>
Bachelor's Degree Healthcare Administration required or<br>
<br>
Bachelor's Degree Related Field of Study required or<br>
<br>
Master's Degree Related Field of Study preferred<br>
<br>
Can this role accept experience in lieu of a degree? No<br>
<br>
<b>Experience</b><br>
<br>
Experience in healthcare administration or related area. 5-7 years required and<br>
<br>
Experience in a management or leadership role. Administrative Manager II: 2-3 years required. Senior Administrative Manager: 3-5 years required<br>
<br>
<b>Knowledge, Skills &amp; Abilities</b><br>
<br>
Strong leadership and team management abilities.<br>
<br>
Excellent organizational and multitasking skills.<br>
<br>
Proficiency in office software (e.g., Microsoft Office Suite) and knowledge of electronic health records (EHR) systems.<br>
<br>
Exceptional communication and interpersonal skills.<br>
<br>
Ability to handle sensitive information with discretion and maintain confidentiality.<br>
<br>
Strong problem-solving and decision-making skills.</p><p></p><div><div><div><div><div><div><div><p><b><br>
Additional Job Details (if applicable)</b></p></div></div></div></div></div></div></div><p><b>
Physical Requirements</b><br>
<br>
Standing Occasionally (3-33%)<br>
Walking Occasionally (3-33%)<br>
Sitting Constantly (67-100%)<br>
Lifting Occasionally (3-33%) 20lbs - 35lbs<br>
Carrying Occasionally (3-33%) 20lbs - 35lbs<br>
Pushing Rarely (Less than 2%)<br>
Pulling Rarely (Less than 2%)<br>
Climbing Rarely (Less than 2%)<br>
Balancing Occasionally (3-33%)<br>
Stooping Occasionally (3-33%)<br>
Kneeling Rarely (Less than 2%)<br>
Crouching Rarely (Less than 2%)<br>
Crawling Rarely (Less than 2%)<br>
Reaching Occasionally (3-33%)<br>
Gross Manipulation (Handling) Constantly (67-100%)<br>
Fine Manipulation (Fingering) Frequently (34-66%)<br>
Feeling Constantly (67-100%)<br>
Foot Use Rarely (Less than 2%)<br>
Vision - Far Constantly (67-100%)<br>
Vision - Near Constantly (67-100%)<br>
Talking Constantly (67-100%)<br>
Hearing Constantly (67-100%)</p><p></p><div><div><div><div><div><div><div><p><b><br>
Remote Type</b></p></div></div></div></div></div></div></div>
Hybrid<p></p><div><div><div><div><div><div><div><p><b><br>
Work Location</b></p></div></div></div></div></div></div></div>
45 Francis Street<p></p><div><div><div><div><div><div><div><p><b><br>
Scheduled Weekly Hours</b></p></div></div></div></div></div></div></div>
40<p></p><div><div><div><div><div><div><div><p><b><br>
Employee Type</b></p></div></div></div></div></div></div></div>
Regular<p></p><div><div><div><div><div><div><div><p><b><br>
Work Shift</b></p></div></div></div></div></div></div></div>
Day (United States of America)<p></p><p><b><br>
Pay Range</b></p>
$86,611.20 - $126,027.20/Annual<p></p><p><b><br>
Grade</b></p>
8<br>
<p></p>
At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.<p></p><div><div><div><div><div><div><div><p><b><br>
EEO Statement:</b></p></div></div></div></div></div></div></div>
2200 The Brigham and Women's Hospital, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran&rsquo;s Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.<p></p><h2 class="jobSectionHeader"><b><br>
Mass General Brigham Competency Framework</b></h2><div><div><p>
At Mass General Brigham, our competency framework defines what effective leadership &ldquo;looks like&rdquo; by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.</p></div></div></div>

Administrative Manager, II or Senior

Income Research + Management

<div>
 <p>
  <strong>
   Income Research + Management
  </strong>
 </p>
 <p>
  Income Research + Management is a Boston-based, privately owned, fixed income asset management firm. IR+M delivers strong performance and consistent results through a rigorous, bottom-up security selection process and strives to provide best-in-class client service to our 900+ institutional and private wealth clients.
 </p>
 <p>
  Founded in 1987 and located in the heart of Boston&rsquo;s financial district, IR+M employs 200+ full time professionals and currently manages $130+ Billion in assets. We offer industry-leading benefits, as well as a challenging, collegial, and rewarding workplace with high levels of employee engagement.
 </p>
 <p>
  Our culture is driven by a diverse workforce and rooted in our Core Values of being &ldquo;IR+M&rdquo;:
 </p>
 <p>
 </p>
 <p>
  <strong>
   Open Position: Office Manager
  </strong>
 </p>
 <p>
 </p>
 <p>
  <strong>
   Job Description:
  </strong>
 </p>
 <p>
  We are seeking a highly execution-oriented Office Manager &amp; Executive Operations Partner to serve as a hands-on leader overseeing the day-to-day functioning of the office while providing senior administrative support to executive leadership. This role is deeply embedded in the operational backbone of the firm and requires someone who thrives in the details, enjoys being fully immersed in administrative work, and takes pride in operational excellence.
 </p>
 <p>
  This individual will take primary ownership of office operations, facilities, and administrative team leadership, while also supporting recruiting coordination and delivering high-quality executive assistance.
 </p>
 <p>
  The ideal candidate is calm under pressure, exceptionally organized, service-minded, and energized by being the person who makes everything run smoothly. This role is a high-impact, execution-focused position for someone who values precision, responsiveness, and operational excellence.
 </p>
 <p>
  <strong>
   Responsibilities:
  </strong>
 </p>
 <p>
 </p>
 <p>
  <strong>
   Office Management &amp; Facilities Leadership
  </strong>
 </p>
 <ul>
  <li>
   Oversee daily office operations, ensuring a highly functional, organized, and professional environment
  </li>
  <li>
   Own complex calendar management with precision, prioritization, and proactive conflict resolution
  </li>
  <li>
   Manage relationships with building management and vendors
  </li>
  <li>
   Coordinate repairs, maintenance, supplies, and equipment procurement as needed
  </li>
  <li>
   Lead office projects including moves, reconfigurations, and improvements
  </li>
  <li>
   Monitor administrative and facilities-related budgets and expenses
  </li>
  <li>
   Ensure a best-in-class in-office experience for employees and visitors
  </li>
 </ul>
 <p>
 </p>
 <p>
  <strong>
   Administrative Team Management
  </strong>
 </p>
 <ul>
  <li>
   Directly supervise and actively support a team of administrative professionals
  </li>
  <li>
   Set clear expectations for responsiveness, quality, and service standards
  </li>
  <li>
   Work closely with others on the Workplace Management team to ensure seamless execution of daily office operations
  </li>
  <li>
   Ensure strong coverage models and cross-training to eliminate gaps
  </li>
 </ul>
 <p>
 </p>
 <p>
  <strong>
   Reception &amp; Workplace Experience Oversight
  </strong>
 </p>
 <ul>
  <li>
   Maintain professional, polished experience for employees and visitors
  </li>
  <li>
   Establish consistent protocols for visitor management and phone coverage
  </li>
  <li>
   Ensure reception operates with warmth, discretion, and efficiency
  </li>
 </ul>
 <p>
 </p>
 <p>
  <strong>
   Recruiting Coordination &amp; Candidate Experience
  </strong>
 </p>
 <ul>
  <li>
   Partner with HCM to coordinate interview scheduling across multiple stakeholders with precision and responsiveness
  </li>
  <li>
   Manage candidate logistics, including onsite scheduling and interview coordination
  </li>
  <li>
   Greet candidates and serve as the primary point of contact during onsite interviews
  </li>
  <li>
   Ensure a professional, welcoming, and seamless in-office candidate experience
  </li>
 </ul>
 <p>
 </p>
 <p>
  <strong>
   Qualifications:
  </strong>
 </p>
 <ul>
  <li>
   7+ years of progressively responsible administrative experience.
  </li>
  <li>
   3+ years of experience managing or mentoring administrative staff
  </li>
  <li>
   Exceptional organizational skills with strong attention to detail
  </li>
  <li>
   Ability to remain composed under pressure.
  </li>
  <li>
   Professional maturity and sound judgment in handling confidential matters
  </li>
  <li>
   Advanced proficiency in Microsoft Office Suite and business collaboration tools
  </li>
 </ul>
 <p>
 </p>
 <p>
  <em>
   IR+M operates in a hybrid model. This role requires on-site presence 4+ days a week.
  </em>
 </p>
 <p>
 </p>
 <p>
  <strong>
   Education Requirement:
  </strong>
  Bachelor&rsquo;s degree
 </p>
 <p>
 </p>
 <p>
  <strong>
   Base Salary:
  </strong>
  $85,000 - $110,000
 </p>
 <p>
 </p>
 <p>
  <strong>
   Bonus Eligibility
  </strong>
 </p>
 <p>
  This role is eligible for an annual discretionary bonus.
 </p>
 <p>
 </p>
 <p>
  <em>
   Applicants must be authorized to work in the U.S. for any employer. IR+M is unable to sponsor or assume sponsorship of employment visas.
  </em>
 </p>
</div>


Office Manager

Aura

<div><div><p>Aura is on a mission to create a safer internet. In a world where our lives are increasingly online, Aura's category-defining suite of intelligent digital safety products help millions of customers protect themselves against digital threats, and that number is growing rapidly. This is an exciting phase at Aura, and our team of over 400 people worldwide is guided by a leadership slate that's successfully grown startups into multi-billion dollar organizations.</p>
<p>
Come build with us!</p></div><p>
We are seeking a highly sophisticated, proactive, and organized Executive Administrative Assistant &amp; Office Manager to provide high-level support to our senior leadership team while overseeing the day-to-day operations of our office. This dual-impact role requires a professional who can seamlessly pivot between complex executive coordination and the logistical management of a physical office space. The ideal candidate acts as a &quot;right hand&quot; to leadership, ensuring their time is optimized, and the office environment remains professional, welcoming, safe, and efficient.</p>
<p><b>
Key Responsibilities</b></p>
<p>
Senior Executive Support:</p>
<ul>
<li><p>High-Level Coordination: Provide dedicated administrative support to senior management, acting as a gatekeeper and primary point of contact for internal and external stakeholders.</p>
</li>
<li><p>Strategic Calendar Management: Manage complex, shifting calendars; prioritize conflicting meeting requests and proactively resolve scheduling gaps.</p>
</li>
<li><p>Travel &amp; Logistics: Coordinate intricate domestic and international travel arrangements, including flights, accommodations, ground transportation, and detailed itineraries.</p>
</li>
<li><p>Meeting Preparation: Attend high-level meetings to take minutes, track action items, and prepare necessary documents, reports, or high-quality presentations.</p>
</li>
<li><p>Communication Management: Screen and prioritize emails, phone calls, and correspondence, drafting professional responses on behalf of leadership when appropriate.</p></li></ul><br>
<p>
</p><p>Office Management:</p>
<ul>
<li><p>Daily Operations: Oversee all onsite office functions to ensure a seamless work environment for the team and visitors.</p>
</li>
<li><p>Vendor &amp; Facility Management: Liaise with property management and external vendors; oversee office equipment maintenance, repairs, and security protocols.</p>
</li>
<li><p>Inventory Control: Proactively manage office and kitchen supplies, ensuring the space is always fully stocked and organized.</p>
</li>
<li><p>Mail &amp; Logistics: Direct all incoming/outgoing mail and high-priority packages.</p>
</li>
<li><p>Culture &amp; Safety: Maintain a clean, professional, and secure work environment in strict adherence to Aura's security policies.</p></li></ul><br>
<p>
</p><p>Event &amp; Project Coordination:</p>
<ul>
<li><p>Executive Events: Plan and execute onsite and offsite meetings, board presentations, and team-building activities, managing all logistics including catering and technology needs.</p>
</li>
<li><p>Project Liaison: Assist in tracking progress on key office initiatives, ensuring deadlines are met, and stakeholders are kept informed.</p></li></ul><br>
<p>
</p><p>Financial Administration:</p>
<ul>
<li><p>Expense Management: Process complex executive expense reports and perform monthly credit card reconciliations.</p>
</li>
<li><p>Invoicing: Manage office-related invoicing and work with the finance team to ensure timely vendor payments.</p></li></ul><br>
<p>
</p><p><b>Qualifications</b></p>
<ul>
<li><p>Experience: 5+ years of experience as an Executive Assistant or Office Manager, with a proven track record of supporting C-Suite or Senior-level management.</p>
</li>
<li><p>Discretion: Exceptional ability to handle sensitive and confidential information with the utmost professionalism.</p>
</li>
<li><p>Communication: Elite written and verbal communication skills; ability to interact confidently with high-level executives and external partners.</p>
</li>
<li><p>Agility: A &quot;no task is too small&quot; attitude with the ability to pivot quickly in a fast-paced, dynamic environment.</p>
</li>
<li><p>Technical Proficiency: Expert knowledge of G Suite (Gmail, Calendar, Docs, Sheets) and experience with travel/expense management software.</p>
</li>
<li><p>Organization: Superior time-management skills and the ability to manage multiple high-priority projects simultaneously.</p>
</li>
<li><p>Self-Directed: Owns the office environment with minimal direction, staying proactive and effective during both busy periods with high executive activity and quieter stretches requiring independent initiative.</p>
</li>
<li><p>Team Player: Collaborates effectively with employees, executives, and EAs, building strong partnerships, adding value, and proactively solving problems day-to-day.</p></li></ul><br>
<p>
</p><p><b>Work Environment</b></p>
<ul>
<li><p>In-Office Hybrid: This position requires being physically present in our Boston (Seaport) office on Tuesday, Wednesday, and Thursday to manage onsite operations, and sometimes other days as needed based on pre-scheduled events.</p>
</li>
<li><p>Collaboration: Opportunity to work within a supportive, high-energy team dedicated to Aura's growth.</p>
</li>
</ul><p>Aura is committed to offering a generous package to support our employees in all aspects of their life in and out of work. Our packages offer competitive pay, generous health and wellness benefits, retirement savings plans, parental leave and much more! Pay range for this position is $80,000-$90,000/year but may vary depending on job-related knowledge, skills, and experience.</p><p></p><div><p><br>
Aura is proud to be an equal employment workplace. All qualified applicants will be considered for employment without regard to, and will not be discriminated against based on race, color, ancestry, national origin, religion, age, sex, gender, marital status, sexual orientation, gender identity, disability status, veteran status, or any protected category. Beyond equal employment opportunity, Aura is committed to being an inclusive community where all feel welcome.</p>
<p>
Aura is dedicated to providing an accessible environment for all candidates during the application process and for employees during their employment. If you need accessibility assistance and/or a reasonable accommodation due to a disability, please let your Talent Acquisition Partner know.</p>
<p>
Important privacy information for United States based job applicants can be found here.</p></div></div>

Executive Administrative Assistant & Office Manager

Beacon Hill

<div>
 <p>
  This is a 6‑month Administrative Assistant role supporting two senior leaders at a large, well‑established financial services organization. . The position is hybrid out of the Boston office, working Monday-Friday, 9:00 AM-5:00 PM, and offers standard full‑time hours at $30/hour The role is well‑suited for a detail‑oriented admin who thrives in a fast‑paced, professional environment and enjoys supporting senior leadership and cross‑functional teams.
 </p>
 <p>
  <strong>
   Key Responsibilities
  </strong>
 </p>
 <ul>
  <li>
   Provide daily administrative support to two senior leaders, including complex calendar management and meeting coordination
  </li>
  <li>
   Coordinate local and global meetings across U.S. and non‑U.S. teams, including agendas and logistics
  </li>
  <li>
   Prepare and assist with PowerPoint presentations and department reports
  </li>
  <li>
   Partner with AV teams to support internal and external meetings and events
  </li>
  <li>
   Manage onboarding logistics for new hires and transfers, including equipment ordering
  </li>
  <li>
   Process expenses in compliance with internal guidelines
  </li>
  <li>
   Coordinate catering and logistics for meetings and events
  </li>
 </ul>
 <p>
  <strong>
   Candidate Qualifications
  </strong>
 </p>
 <ul>
  <li>
   Bachelor's degree with 4-6+ years of administrative or operational support experience
  </li>
  <li>
   Proven experience supporting senior leaders and managing competing calendar priorities
  </li>
  <li>
   Strong project management and multitasking skills
  </li>
  <li>
   Excellent written and verbal communication skills; comfortable working cross‑functionally
  </li>
  <li>
   Highly organized, detail‑oriented, and adaptable to changing priorities
  </li>
  <li>
   Proficiency with Microsoft Office, especially PowerPoint
  </li>
 </ul>
 <p>
  Qualified and interested candidates are encouraged to apply today for immediate consideration.
  <br/>
 </p>
 <p>
  <br/>
 </p>
 <p>
  Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.
 </p>
 <br/>
 <p>
  <strong>
   California residents:
  </strong>
  Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.
 </p>
 <br/>
 <p>
  If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/
 </p>
 <br/>
 <p>
  Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.
  <br/>
  <br/>
  Company Profile:
  <br/>
  <br/>
  Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.
  <br/>
  <br/>
  Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries.  Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.
  <br/>
  <br/>
  Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com.
 </p>
 <br/>
 <p>
  Benefits Information:
 </p>
 <br/>
 <p>
  Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.
 </p>
 <br/>
 <p>
  <br/>
  <br/>
  We look forward to working with you.
  <br/>
  <br/>
  Beacon Hill. Employing the Future (TM)
 </p>
</div>


Administrative Assistant

ACL Digital

<div>
 <p>
  <strong>
   Job Title: HR Admin
  </strong>
 </p>
 <p>
  Location: Hybrid, Boston, MA 02115
 </p>
 <p>
  Duration:
  <strong>
   6 months
  </strong>
 </p>
 <p>
  <br/>
 </p>
 <p>
  Work Schedule: 40
  <strong>
   hours/week
  </strong>
  9-5 Monday-Friday
 </p>
 <p>
  <br/>
 </p>
 <p>
  <u>
   Job Summary
  </u>
 </p>
 <p>
  The Human Resources Assistant supports the University Talent Acquisition Team and business process support across all human resources activities, including recruitment, onboarding support, and compliance. The HR Assistant interacts with the University&rsquo;s Human Resources Administration as well as faculty and staff, answering inquiries and directing them to resources.
 </p>
 <p>
 </p>
 <p>
  <br/>
 </p>
 <p>
  <u>
   Responsibilities:
  </u>
 </p>
 <p>
 </p>
 <ul>
  <li>
   <strong>
    Serving as tier 1 support for I-9 related questions via email and ServiceNow including:
   </strong>
  </li>
 </ul>
 <p>
  <strong>
   i. Assisting Managers of HR Administration/Faculty HR with troubleshooting issues within the I-9 platform including Everify issues
  </strong>
 </p>
 <p>
  ii. Direct I-9 administrators to the correct existing resources in the HRSC
 </p>
 <p>
  iii. Initiate I-9 corrections in the Service Center
 </p>
 <p>
  iv. Initiate manual I-9s links upon request
 </p>
 <p>
  v. Maintain the users of the I-9 Service Center
 </p>
 <p>
 </p>
 <ul>
  <li>
   Liaise with our vendor when defects are identified and track fixes
  </li>
  <li>
   Supports the Talent Acquisition Partners with scheduling of interviews and phone screens both in-person and via web conference
  </li>
  <li>
   Performs reference checks on behalf of the university for newly hired staff members
  </li>
  <li>
   Providing excellent customer service by responding to inquiries from HR Administrators and other university stakeholders such Office of Student Employment and Office of General Counsel
  </li>
  <li>
   <strong>
    Assisting with compliance administrative tasks as needed including review of background check results and I-9 records maintenance
   </strong>
  </li>
 </ul>
 <p>
 </p>
 <p>
  <br/>
 </p>
 <p>
  <u>
   Qualifications:
  </u>
 </p>
 <p>
  &middot; Effective written, verbal and interpersonal skills
 </p>
 <p>
  &middot; Effective organization, planning and time management to follow through on commitments
 </p>
 <p>
  &middot; Critical thinking: ability to use logic and reasoning to identify and resolve issues as they arise
 </p>
 <p>
  &middot; Ability to perform business transactions with a high degree of accuracy and ability to exercise strong business judgement
 </p>
 <p>
  &middot; Ability to develop and maintain workplace relationships built on collaboration, integrity and discretion
 </p>
 <p>
  &middot; Collaboration &amp; service orientation: ability and willingness to look for ways to help people.
 </p>
 <p>
  &middot; Previous experience within an HR function including HR systems such as Workday and knowledge of processing I-9s is strongly preferred
 </p>
</div>


Administrative Specialist /HR Assistant

Fidelity Investments

<div><h3 class="jobSectionHeader"><b>Job Description:</b></h3><h3 class="jobSectionHeader"><b>
Senior Executive Assistant, Asset Management</b></h3><p>
The Asset Management (AM) Senior Executive Assistant position in Fidelity&rsquo;s Asset Management (AM) division plays a vital role in the company's success. Individuals serving in these positions are part of a larger AM Compliance, Risk and Business Operations global administrative team and recognized by their colleagues as key members of our team. You will have the opportunity to work directly with and provide support to management at all levels of the company and frequently deal directly with customers and business partners as well.
</p><h3 class="jobSectionHeader"><b>The Role</b><b>
</b></h3><p>Provide advanced and diverse administrative support within Asset Management. This support will include:
</p><ul><li><p>Provide all aspects of support (e.g., proactive calendar management, meeting coordination, trouble shooting of conflicts and potential obstacles, domestic and international travel planning and expense reporting) for multiple executives and investment professionals.
</p></li><li><p>Manage daily workflow of expected and unexpected requests and commitments to ensure accuracy, efficiency and timeliness.</p></li><li><p>
Communicate on behalf of at all levels both internally and externally.
</p></li><li><p>Develop and maintain working relationships across business units to facilitate efficiency and problem solving.
</p></li><li><p>Engage with team members to advance best practices and cross-train on new and existing tools.
</p></li></ul><h3 class="jobSectionHeader"><b>The Expertise and Skills You Bring</b><b>
</b></h3><p>This position requires an experienced administrative assistant who demonstrates professionalism, maturity, enthusiasm, initiative and a high level of energy. 3 years of executive administrative experience preferred.
</p><ul><li><p>Strong organizational, time-management, prioritization and project management skills Ability to successfully build relationships and interact positively and effectively across multiple levels Excellent written and verbal communication skills Focus on accuracy and attention to detail.
</p></li><li><p>Collaboration, creativity, flexibility, and teamwork in scheduling meetings.
</p></li><li><p>Experience in managing sensitive and confidential information.
</p></li><li><p>Initiative and follow through to identify and resolve potential obstacles or conflicts and provide immediate resolution and/or alternatives.
</p></li><li><p>Strong Microsoft Outlook, Word, PowerPoint, Excel and MS Teams skills.
</p></li><li><p>A bachelor&rsquo;s degree strongly preferred or related work experience.</p></li></ul><p>
<b>Note: Fidelity is not providing immigration sponsorship for this position</b></p>
The base salary range for this position is $60,000 - $92,000 per year.
<p>Placement in the range will vary based on job responsibilities and scope, geographic location, candidate&rsquo;s relevant experience, and other factors.</p><p>
Base salary is only part of the total compensation package. Depending on the position and eligibility requirements, the offer package may also include bonus or other variable compensation.<br>
</p><p><br>
We offer a wide range of benefits to meet your evolving needs and help you live your best life at work and at home. These benefits include comprehensive health care coverage and emotional well-being support, market-leading retirement, generous paid time off and parental leave, charitable giving employee match program, and educational assistance including student loan repayment, tuition reimbursement, and learning resources to develop your career. Note, the application window closes when the position is filled or unposted.</p><p>
Most roles at Fidelity are Hybrid, requiring associates to work onsite every other week (all business days, M-F) in a Fidelity office. This does not apply to Remote or fully Onsite roles. Some roles may have unique onsite requirements. Please consult with your recruiter for the specific expectations for this position.</p><p>
Please be advised that Fidelity&rsquo;s business is governed by the provisions of the Securities Exchange Act of 1934, the Investment Advisers Act of 1940, the Investment Company Act of 1940, ERISA, numerous state laws governing securities, investment and retirement-related financial activities and the rules and regulations of numerous self-regulatory organizations, including FINRA, among others. Those laws and regulations may restrict Fidelity from hiring and/or associating with individuals with certain Criminal Histories.</p><h3 class="jobSectionHeader"><b>
Certifications:</b></h3><h3 class="jobSectionHeader"><b>
Category:</b></h3>
Administration</div>

Senior Executive Assistant

University of Massachusetts Boston

<p></p><div><div><b>Job no:</b> 529745<br>
<b>Position Type:</b> Staff Full Time<br>
<b>Campus:</b> UMass Boston<br>
<b>Department:</b> VC-Administration &amp; Finance<br>
<b>Pay Grade:</b> No Pay Grade<br>
<b>Date opened:</b> 09 Apr 2026 Eastern Daylight Time<br>
<b>Applications close:</b> 08 May 2026 Eastern Daylight Time</div><div><br>
<div></div><div><b>General Summary:</b></div>
<div>
The Executive Assistant will provide high-level administrative support to the Vice Chancellor for Administration and Finance to further grow a transformative collegiate environment supported by an effective Administration and Finance Division. The incumbent will perform complex, varied and confidential administrative, financial, and communication functions supporting the Vice Chancellor's strategic priorities and to ensure the efficiency and effectiveness of day-today operations and communications of the division. The incumbent will serve as a liaison to the VCAF for all high-level internal and external constituencies and will assist in the collaboration with key functional areas of the university.</div><br>
<div></div>
<div><b>
Examples of Duties:</b></div>
Serve as the first point of contact for the VCAF's Office for the campus community and external community visitors and provide high-level administrative support to the Vice Chancellor for Administration and Finance; greet and direct visitors; receive, respond to and/or direct internal and external phone and e-mail inquiries and requests and when necessary, field inquiries to appropriate staff person; receive, sort and distribute mail<ul><li>;</li>
Compose, analyze, edit, and disseminate memos, letters, reports, as well as confidential correspondence<li>;</li>
Assist the VCAF in ensuring that inquiries or requests from students and inquiries, requests and/or confidential communications and activities between the Vice Chancellor and other members of the leadership team for action are handled in a timely and effective manner<li>;</li>
Maintain confidentiality and discretion in handling sensitive information and files<li>;</li>
Manage the executive calendar for the Vice Chancellor including scheduling appointments and meetings<li>;</li>
Develop and prepare meeting agenda(s) and background material for all meetings; prepare and distribute agendas, meeting notices and meeting minutes, as directed<li>;</li>
Schedule and coordinate meetings, including preparation of agenda and report materials; prepare and distribute meeting minutes, coordinating with other VCAF direct reports as may be needed<li>;</li>
Manage written and electronic records for the VCAF area, including those on the university network such as the VCAF drive and ensure that required retention policies are maintained<li>;</li>
Serve as a contact for the University System, including the President's Office, UM ass Building Authority, UMas<li>s</li>
Foundation and all UMass Boston departments; serve as primary contact with internal staff, other departments, constituents, and outside agencies/organizations for the Office of the Vice Chancellor for Administration and Finance<li>;</li>
Manage all operational functions for office, including, but not limited to budget preparation and monitoring, travel, purchases and payment of invoices, including use of any necessary systems such as BuyWays and Concur<li>;</li>
Serve as primary point of contact for the determination of independent contractors, using guidance from the Unified Procurement Services Team (&quot;UPST&quot;)<li>;</li>
Assist in the coordination, planning and implementation of divisional and university events<li>;</li>
Hire, schedule, supervise and evaluate student employees and any other part-time or full-time support staff within the Office of the Vice Chancellor for Administration and Finance; ensure that office coverage and vacation schedules are established and coordinated. Coordinate student employee coverage with other offices such as the Chancellor's Office and the Provost's Office as needed<li>.</li>
Complete projects and special assignments as assigned; establish objectives, determine priorities, manage time and gain the cooperation of others to ensure the smooth completion of the project; monitor progress and provide troubleshooting and/or problem solving when necessary<li>;</li>
Perform other duties as assigned<li>.</li></ul><br>
<div></div>
<div><b>
Qualifications:</b></div>
<div>
Bachelor's degree and a minimum of three-five (3-5) years of administrative or public relations/collaboration with</div>
<div>internal partners and external constituencies experience is required. Experience may include providing executive</div>
<div>assistant or high-level lead administrative support, preferably in an educational setting or in student life programs. An</div>
<div>additional four (4) years of administrative assistant experience, which may include experience in providing executive</div>
<div>assistant or high-level lead administrative support, can be substituted for the required Bachelor's degree.</div>
<div></div>
<div>Advanced computer literacy, including Microsoft Office Suite, is required. The incumbent may be required to work</div>
<div>occasional evening and/or weekend hours as needed.</div><br>
<div></div>
<div><b>
Preferred Qualifications:</b></div>
Knowledge and demonstrated experience in using Microsoft Teams<ul><li>.</li>
Experience working with budgets and the monitoring of budgets to actual result<li>s</li>
Experience working in a diverse organizational environment preferred<li>.</li>
Demonstrated ability to take initiative and also knowing when to ask for help<li>.</li></ul><br>
<div></div>
<div><b>
Knowledge, Skills and Abilities:</b></div>
Knowledge of the principles, procedures, and practices of office management<ul><li>;</li>
Knowledge of the types and applications of standard office filing systems<li>;</li>
Ability to manage complex administrative tasks and functions independentl<li>y</li>
Ability to prioritize work and make independent decisions regarding procedures and operations<li>;</li>
Ability to write concisely, express thoughts clearly and develop ideas in a logical sequence<li>;</li>
Ability to deal tactfully resolving any problems that arise by using independent judgment<li>;</li>
Ability to follow guidelines, procedures, and written and oral instructions<li>;</li>
Ability to establish and maintain professional working relationships with colleagues, as well as senior manager<li>s</li>
and departmental staff, and be thoughtful of multicultural environment<li>;</li>
Ability to plan and organize work for various functions<li>;</li>
Ability to work effectively as part of a team, with both academic leaders, as well as administrative staff t<li>o</li>
accomplish assigned tasks<li>;</li>
Ability to work independently, as well as collaboratively<li>;</li>
Ability to exercise discretion in handling highly confidential information and working with confidential and tim<li>e</li>
sensitive materials and issues<li>;</li>
Ability to multi-task and prioritize tasks while respecting multiple deadlines and using time efficiently<li>;</li>
Ability to work in a fast-paced work environment and shift priorities as required<li>;</li>
Strong written and oral communication skills<li>;</li>
Strong analytical, organizational, interpersonal and problem solving skills, with the ability to monitor own wor<li>k</li>
for accuracy and thoroughness<li>;</li>
Strong attention to detail<li>;</li>
Strong professional integrity<li>;</li>
Strong commitment to student success and constituent service<li>.</li></ul><br>
<div></div>
<div><b>
Application Instructions:</b></div>
<div>
Please apply online with your resume, cover letter and list of three references.</div>
<div>
This is a non-union exempt position.</div>
<div>
<div>UMass Boston expects to pay within an approximate range between $70,000 and $90,000 for this position.</div>
</div>
<div><div>The specific pay for this position will be determined by the University based on the consideration of all relevant factors when and if it decides to extend an offer of employment.</div><br>
</div>
<div></div><div>All official salary offers must be approved by Human Resources.</div>
<div>
UMass Boston is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact HR@umb.edu or 617-287-5150.</div>
</div>
<div><b>Applications close:</b> 08 May 2026 Eastern Daylight Time</div></div><p></p>

Executive Assistant to the Vice Chancellor for A&F

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