Licensing Administrative Assistant

Job Title: Licensing Administrative Assistant
Location: Boston, MA 02110 (Hybrid)
Duration: 6 Months (Possible Extension)

Job Summary

We are seeking a detail-oriented Administrative Assistant to support the Licensing Division. In this role, you will provide high-level administrative support by managing communications, coordinating meetings, maintaining records, and assisting with day-to-day office operations. The ideal candidate is highly organized, customer-focused, and able to manage multiple priorities in a fast-paced environment.

Key Responsibilities

• Answer phone calls and respond to licensing-related inquiries.
• Manage multiple email inboxes and incoming faxes.
• Maintain electronic and paper filing systems.
• Perform data entry and update spreadsheets and records.
• Coordinate incoming and outgoing mail, packages, and deliveries (FedEx/UPS).
• Schedule meetings and prepare meeting materials.
• Draft correspondence and assist with document preparation, filing, scanning, and copying.
• Arrange travel, reserve state vehicles, and prepare expense documentation.
• Coordinate office purchases and procurement requests.
• Assist with maintaining licensing application archives.
• Perform other administrative duties as assigned.

Required Qualifications

• High school diploma or equivalent required.
• Minimum 2 years of administrative support experience, preferably supporting executives, managers, or a department.
• Strong organizational, multitasking, and time management skills.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat Pro.
• Ability to handle confidential information with professionalism.
• Strong attention to detail and ability to work independently and collaboratively.
• Excellent customer service and interpersonal skills.

Preferred Skills

• Experience supporting a licensing, regulatory, government, or administrative office.
• Ability to prioritize multiple assignments and meet deadlines.
• Comfortable learning new software and office systems.

Apply today if you're an organized administrative professional looking to join a collaborative team in a dynamic office environment.