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Administrative Assistant / Office Manager
Duration: 9/28/2026-12/31/2026
Hybrid (Seaport) Boston
Job Summary
Our financial services client is seeking an Administrative Assistant to support the US Real Estate team and potentially, other business leaders. This position is located in Boston (Seaport), MA.
Primary Responsibilities
- The candidate selected will provide reliable, proactive and confidential administrative support to the Head of Real Estate Asset Management and Equity Portfolio Management and other U.S. Real Estate leaders across multiple office locations & time zones.
- Position is responsible for general administrative support including, but not limited to:
- Supporting multiple team members across varying time zones
- Coordinating meeting preparation and arrangements involving senior levels of internal and external teams
- Managing multiple calendars with the ability to prioritize and handle scheduling conflicts
- Booking travel arrangements and expense preparation for frequent and complex travel (domestic and international) using Concur
- Maintaining and updating contact and other databases as requested
- Entering limited information into US Real Estate platform applications
- Monitoring mail for various transactions and assets and ensuring timely delivery to business leaders
- Coordinating meeting logistics, materials and agendas for various weekly / monthly / quarterly meetings
- Preparing books and presentations for client meetings
- Contributes to team effort by accomplishing related tasks as needed
- Providing backup coverage to the broader administrative team
- Maintaining office culture, and
- Special projects as required
Qualifications
The ideal candidate would have the following:
- Proven experience supporting executives in a highly professional and fast-paced environment
- College degree is preferred, minimum Associates degree or equivalent
- Advanced skill set utilizing Microsoft Office applications (Word, Excel, Power Point, MS Teams, SharePoint and Outlook) and Adobe Acrobat
- Experience booking complex domestic & international travel preferred
- Notary certification a plus
- Highly organized, ability to multi-task and shift priorities
- Takes initiative in problem solving, as well as ownership and responsibility for tasks
- High sense of urgency
- Strong verbal & written communication skills
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Equal Employment Opportunity Statement
Gravity IT Resources is an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees and applicants. We do not discriminate on the basis of race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, genetic information, veteran status, or any other legally protected characteristic. All employment decisions are based on qualifications, merit, and business needs.