Administrative Assistant

Administrative Assistant (Remote maternity coverage - 40 hrs/wk)

Boston, MA

Freelance

Remote$28 - $33 /hr

Duration: 10-12 weeks +
Schedule: 40 hours/week
Location: Fully remote (although must align with east coast hours)

This role supports a fast-paced Architectural, Design, and Construction (AD&C) department, with a strong focus on marketing, branding, and creative project coordination. Reporting to the Vice President, the Administrative Coordinator plays a key role in maintaining brand consistency, managing design documentation, and supporting internal and external communications.

Administrative & Operational Responsibilities
- Provide administrative support including email drafting and editing, and memo writing.
- Act as the primary point of contact for the  department across corporate teams, staff, and external partners/vendors.
- Provide administrative support including call handling and scheduling.
- Manage calendars, travel arrangements, and expense reports for department leaders.
- Monitor departmental inboxes and direct inquiries appropriately.
- Assist with bi-weekly project reporting using Smartsheet project management software.
- Maintain and update departmental directories and vendor contact lists.

Creative & Marketing Responsibilities
- Work within PowerPoint templates for internal and external audiences.
- Maintain a basic understanding of Brand Standards and assist in updating and communicating those standards under the direction of the Brand Ambassadors. 
- Maintain and organize design archives (furniture, fixtures, finish sample files)
- Respond to inquiries and help maintain the department's brand identity through consistent messaging and documentation.
- Collaborate with departments such as Brand, Strategy, Innovation, and Development to ensure alignment on creative initiatives.

Qualifications
- 3+ years of administrative experience, ideally within architecture, design, or a creative firm.
- Excellent written and verbal communication skills, including the ability to tailor messaging to different audiences.
- Proficiency in Microsoft Office Suite (PowerPoint, Excel, Outlook, Teams, etc.); experience with project planning tools like Smartsheet or MS Project is a plus.
- A proactive, resourceful, and innovative mindset with the ability to work independently and collaboratively.
 

In this position, you may have access to client or customer systems, confidential and/or proprietary information or data.

Benefits

Creative Circle's Freelance Employee benefits package includes eligibility for Minimum Essential Coverage (MEC) medical plan, dental/vision/term life package, discount prescription program, critical illness, accident, tele-behavioral health, and 401(k) plan. Sick leave is provided to Candidates whose assignment work location is in a state or city subject to sick leave laws. A Minimum Value (MV) PPO medical plan, Employee Stock Purchase Plan, and paid holiday eligibility are based on length and dates of service.