• The Team Engagement & Executive Administrative Support Coordinator will play a key role in supporting team engagement initiatives while providing high-level administrative support to two executives.
• This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities:

A. Team Engagement:

1. Event Planning & Coordination:
   • Coordinate team events, including town halls, team lunches, happy hours, outings, and offsite activities.
   • Manage end-to-end event logistics, including catering coordination and on-site setup/clean-up for meetings and events with 10+ attendees.
   • Plan and support offsite meetings and team-building activities.
   • Coordinate with external vendors for catering and event-related services.
   • Manage and maintain relationships with preferred catering and event vendors.
2. Office Support & New Hire Experience:
   • Provide on-site support for new hires and visitors at the Boston office.
   • Manage and coordinate the visitor management system.
   • Support new hire onboarding activities to ensure a seamless experience.
3. Recognition & Milestone Management:
   • Maintain and manage a calendar for team birthdays and work anniversaries.
   • Proactively arrange and send gifts, cards, or flowers to recognize milestones.
   • Coordinate group cards and communications during difficult or exceptional circumstances.

B. Administrative Support for Two Executives:

1. Calendar Management:
   • Coordinate meetings and proactively manage scheduling conflicts.
   • Book meeting rooms, including restricted rooms, in collaboration with Facilities.
   • Add meeting rooms to recurring meetings and ensure appropriate setup time.
   • Coordinate A/V and IT support for meetings.
   • Implement preventive scheduling measures, such as booking rooms in advance to allow for setup.
2. Travel & Expense Management:
   • Arrange domestic and international travel, including flights, transportation, hotels, and car services.
   • Process and manage expense reports, including audit follow-ups.
   • Coordinate visa processes and other travel-related requirements.
3. Meeting Support:
   • Order and coordinate catering for leadership meetings and events with 10+ attendees.
   • Manage catering setup and clean-up logistics.
4. Communications & Shared Calendar Support:
   • Manage distribution lists and shared team calendars.
   • Support internal communications via email, Workvivo, and team announcements, leveraging GenAI tools for efficiency when appropriate.
   • Prepare materials for Town Halls and support meeting facilitation.
   • Act as a liaison with administrative colleagues across the Client to support information sharing and communication alignment.

Additional Responsibilities:

• Provide technology and systems support as needed.
• Maintain team contact databases and organizational charts.
• Track, manage, and report on event and administrative budgets.
• Identify and recommend process improvements to enhance team efficiency.