About the Position
Administrative Assistant - Board of Directors | Watertown, Massachusetts
VHB is seeking a skilled and highly organized Administrative Assistant to provide comprehensive administrative support to our Board of Directors, Board committees and Shareholder relations team. The ideal candidate will possess knowledge of the AEC professional services industry and understand privately held corporation ownership principles. This individual must demonstrate exceptional maturity, discretion, writing skills, and excellent documentation abilities to ensure the smooth and effective operation of the firm’s governance activities and stockholder relations.
Board Administrative Support:
- Manage, administer and maintain a third-party Board software system
- Organize and maintain confidential Board records, ensure accurate and timely filing, and manage information flow to and from the Board
- Attend Board meetings to provide administrative support
- Assist in the preparation and distribution of Board meeting agendas, minutes, and related materials
Committee Administrative Support
Provide similar admin support functions to several Board and management committees, and in addition:
- Maintain annual calendars
- Maintaining email group lists
- Organizing and maintaining Teams sites
- Organize and conduct surveys, analyze data, summarize results
- Interface with Legal, Finance, IT and People and Culture teams
- Support the work of committees selecting candidates for ownership
- Support the sale of stock transaction process
- Support ongoing communication activities with shareholders
- Support the teams managing in-person events
Qualifications
- Proven experience in administrative support within a corporate or Board environment
- Strong organizational skills and attention to detail
- Excellent written and verbal communication skills
- 2-4 years of relevant work experience
- BA/BS in Business, HR, or related discipline
- Ability to collaborate with various teams and stakeholders
- Proficiency in Microsoft Office Suite and familiarity with software tools for Board support
- Occasional travel to attend Board meetings and other stockholder in-person events is required
Join us in fostering collaboration and supporting leadership in our dynamic, people-first organization!
We are VHB! We’re an inspired and innovative team of engineers, scientists, planners, and designers who partner with clients in the transportation, real estate, institutional, and energy industries, as well as federal, state, and local governments. Our work helps improve mobility, enhance communities, and contribute to economic vitality. We do this while balancing development and infrastructure needs with stewardship of our environment.
Our people make us great! VHB provides a differentiating employee experience, which includes:
- Diverse and inclusive culture of collaboration and innovation
- Opportunity to work on complex, transformational projects
- Community and social responsibility as sustainable stewards
- Focus on learning, development, and career growth
- Best-in-class benefits, including flexible, hybrid workplace
We are consistently rated one of the top AEC firms to work for across our 30+ offices on the East Coast. We’re growing, and we hope you’ll join us!
VHB is a proud Affirmative Action and Equal Opportunity Employer. Since our founding, we have intentionally fostered a culture of diversity, equity, and inclusion—supported by deep-rooted core values, one of which is diversity. All individuals receive consideration for employment based on their qualifications without discrimination for race/ethnicity, religion, gender, sexual orientation, gender identity/expression, national origin, disability, age, genetic information, veteran status, pregnancy, marital status, or any other basis protected by law.
