Administrative Assistant

About Cogent Infotech
At Cogent Infotech, we believe in creating opportunities that empower individuals and transform organizations. With over 21 years of excellence in consulting and talent solutions, we pride ourselves on building inclusive workplaces and driving innovation in everything we do. Our diverse teams bring unique perspectives to help deliver cutting-edge solutions to global clients across both public and private sectors.

Job Title – Administrative Assistant
Location- Boston, MA
Contract Role- 6 Months

Onsite Role

Job Summary

Administrative professional providing comprehensive support to senior Safety leadership, including calendar and meeting coordination, document preparation, and correspondence management. Skilled in producing reports and presentations, supporting safety trainings and events, managing supplies and document systems, and serving as a primary point of contact for visitors. Highly organized with strong communication skills and advanced proficiency in Microsoft Office tools to support operational efficiency and organizational objectives.

Detailed Description of Services:

• Serve as an administrative assistant and provide direct support to the Deputy Chief Safety Officer, Chief of Safety Management Systems, and other designated Safety Division staff as needed at South Station and 185 Kneeland Street offices.
• Assist with finalizing PowerPoint presentations, reports and other materials, making copies/coordinating with printing services, and entering/sending documents for signature via DocuSign.
• Draft agendas, itineraries, and other Safety correspondence and documentation.
• Assist with scheduling internal and external meetings and maintaining the Safety Management departmental calendars for South Station managers.
• Help facilitate the ordering, inventorying, and delivery of supplies, promotional safety materials and equipment. Assist with entering requisitions, receiving, and invoices, as needed.
• Produce and distribute correspondence, meeting minutes, memos, and other communications.
• Support safety training and safety events, including:
• Sending invitations, notifications
• Responding to questions and following up on comments
• Scheduling rooms/space
• Ordering food and supplies
• Making copies of training/event materials
• Staffing events and taking meeting notes
• Assist with Document Management upgrade/transition/requisitions, including migration to approved report/document templates, file and folder naming conventions, and archiving.
• Serve as the main point of contact for greeting visitors.
• Complete projects and special assignments as requested by directors and senior level staff.
• Support and enhance the administrative needs of senior leadership by helping to carry out the organization’s mission, goals, and objectives.

Core skills include:

• Experience coordinating calendars using Outlook/Teams and scheduling meetings.
• Excellent written and oral communication skills, strong attention to detail, high level of organization, problem solving and planning skills.
• Outlook as well as experience with a variety of software-based systems.
• Advanced level skills in Excel to perform data collection, analysis, trending, and reporting functions.
• Proficiency using Microsoft Word, PowerPoint, Access, and Project Manager

Cogent Infotech is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment where everyone feels welcome and valued. We encourage applications from individuals of all backgrounds, identities, abilities, and experiences. If you’re excited about this role but don’t meet every requirement, we still encourage you to apply
Join Us
At Cogent Infotech, your ideas matter. Join a purpose-driven organization that celebrates diversity, encourages collaboration, and invests in your future.