Administrative Assistant

Overview

ABOUT THE POSITION

VHB is seeking a full-time, in-person Administrative Assistant to staff the front desk and support our Boston office, a busy, collaborative office with a high volume of in-person activity and visitors. As the first point of contact for colleagues and visitors, you will help keep the office welcoming, organized, and running efficiently and professionally.

Work Environment

• In office Monday–Friday, 8:00 am–5:00 pm, with the possibility of overtime and occasional after-hours assistance for events. Overtime and after-hours work are coordinated in advance.
• Professional attire at the level of "business casual" or higher, consistent with VHB dress code policies.
• Able to lift 20 lbs.

Responsibilities:

Front Desk and Visitor Experience

• Serve as the first point of contact, greeting guests in a professional, friendly, and hospitable manner in a high-traffic office environment.
• Manage building security and visitor access.
• Answer phone calls and respond to emails promptly and professionally.

Office Operations

• Lead overall office organization, working closely with the Boston Office Manager and VHB Facilities team to identify improvement and maintenance needs.
• Keep common areas clean, tidy, organized, and presentable.
• Maintain the café/kitchen area, including light surface cleaning, dishwashing, and refrigerator organization.
• Order and maintain office supplies and inventory so the office is fully stocked.
• Track all purchases, retain receipts, and reconcile payment activity promptly and accurately.

Meetings and Events

• Work proactively with meeting hosts to arrange meeting needs, including materials and lunch when required.
• Set up conference rooms and work with local IT representatives on audio and video connections for presentations and virtual meetings.
• Provide occasional after-hours support for office events.

Office Communication and Culture

• Maintain the Boston office calendar and support the publication of a regular office newsletter that promotes in-office events and activities.
• Help build connection and engagement among Boston staff by coordinating and promoting office events.

Clerical and Administrative Support

• Prepare documents, including office correspondence and presentations.
• File, scan, copy, and organize mailings.
• Sort and deliver daily mail and ship packages.
• Learn and, over time, support project administration tasks such as contract documents and invoices, with training provided.

Health, Safety, and Office Initiatives

• Assist the Health and Safety Team in delivering on office-specific needs.
• Support office initiatives as needed and requested.

Skills and Attributes:

• Ability to anticipate the needs of the office and act accordingly
• Strong organizational skills and attention to detail
• Excellent time management and the flexibility to multitask and prioritize in a fast-paced environment with firm deadlines
• Ability to stay composed and organized while managing a steady flow of visitors, requests, and interruptions
• Positive composure, good judgment, and strong problem-solving and decision-making skills
• Articulate phone demeanor, a strong customer service orientation, and solid interpersonal skills
• Excellent verbal and written communication skills, including correct grammar and punctuation
• Strong written communication skills for internal communications such as newsletters and event announcements
• Strong focus and the ability to understand, respond to, and retain information, supporting effective collaboration with colleagues and clients
• Integrity, sound judgment, and strong attention to detail in handling company funds and monitoring card activity
• Self-motivation and the ability to think proactively and work independently without direction, which is essential to this role, along with the ability to accept direction on assignments
• Keen situational awareness in a team environment, with a professional, positive attitude
• Willingness to learn new systems and processes, including project administration and financial administration tasks
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams, PowerPoint, etc.)

Minimum Qualifications:

• 2-5 years of office administration experience
• High school diploma or GED
• Associate's degree or some advanced administrative coursework preferred
• Experience working with a multi-disciplinary engineering firm is a plus

The hourly pay range for this position, located in Boston, MA is $22.50 to $32.50. The actual hourly rate offered will be determined based on job-related factors, including geographic location, internal equity, experience, credentials, skills, education, work schedule, and other factors permitted by law. The posted hourly range reflects base pay only. Additional compensation and benefits available to eligible employees are outlined in our Total Rewards Program. 

Annual base salary is one component of VHB’s Total Rewards package. In addition to base pay, eligible employees may receive annual incentive compensation bonuses, spot bonuses, and merit-based salary increases, providing opportunities to increase earnings beyond base pay. VHB also offers a differentiating work experience, including a comprehensive benefits package that includes eligibility to participate in the VHB 401(k) plan, medical, dental, vision, life, and disability insurance, wellness programs, tuition reimbursement, and recognition programs. 

Details on VHB’s benefits package can be found here: Benefits Checklist  

Building what’s next, together.

Our people make the difference. We foster a technology-empowered, people‑driven, future‑ready culture where agility, innovation, and collaboration shape how we work every day.

When you join VHB, you’ll find:

• Meaningful work on complex projects with real community impact
• A collaborative, inclusive culture that values curiosity and shared success
• Support to grow your skills and lead through change
• Learning and development supported by evolving tools and technologies, including AI
• Best-in-class benefits and a flexible, hybrid work environment

We’re growing across the East Coast and are consistently recognized as a great place to work. Ready to shape what’s next? Learn more about what sets our employee experience apart and connect with us.  

VHB is a proud Equal Opportunity Employer. Since our founding, we have intentionally fostered a culture of inclusion and belonging, supported by deep-rooted core values, one of which is diversity. Qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or other characteristics protected by law.

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