Executive Administrative Assistant Jobs in Springfield, MA

Administrative Assistant

Req number:

R8456

Employment type:

Full time

Worksite flexibility:

Remote

Who we are

CAI is a global services firm with over 9,000 associates worldwide and a yearly revenue of $1.3 billion+. We have over 40 years of excellence in uniting talent and technology to power the possible for our clients, colleagues, and communities. As a privately held company, we have the freedom and focus to do what is right—whatever it takes. Our tailor-made solutions create lasting results across the public and commercial sectors, and we are trailblazers in bringing neurodiversity to the enterprise.

Job Summary

As an Administrative Assistant, you will be responsible for data entry, document management, record updates, quality reviews, and status tracking.

Job Description

We are looking for an Administrative Assistant to support a multi-site business assessment project. This role partners remotely with field personnel and project stakeholders to accurately capture, organize, maintain, and reconcile project information across multiple locations. The Administrative Assistant is responsible for real-time data entry, document management, record updates, quality reviews, and status tracking to ensure project information remains accurate, complete, and organized. This is a highly administrative role focused on coordination, documentation, and data management. This position will be short term contract and remote.

What You’ll Do

• Participate in scheduled video calls and meetings with field personnel and project stakeholders

• Capture and document information in project tracking spreadsheets and databases in real time

• Enter, update, and maintain records with a high degree of accuracy and attention to detail

• Ask clarifying questions as needed to ensure complete and accurate information is recorded

• Review completed documentation for accuracy, completeness, and consistency

• Update and maintain organizational records, files, reports, and tracking documents

• Reconcile information across multiple spreadsheets, reports, and business systems

• Identify missing information, discrepancies, or documentation gaps and escalate as appropriate

• Track project progress and maintain status updates for leadership and stakeholders

• Coordinate schedules, meetings, and follow-up activities as assigned

• Maintain consistent documentation standards and data quality across all project records

• Assist with administrative reporting, record retention, and document organization activities

• Communicate project updates, scheduling conflicts, and potential issues to the Project Lead

• Support other administrative and clerical activities as needed throughout the project lifecycle

What You'll Need

Required:

• High school diploma or equivalent

• Minimum 1-2 years of experience in an administrative assistant, office support, data entry, project coordination, or similar administrative role

• Strong data entry, recordkeeping, and document management skills

• Proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and Teams

• Excellent organizational skills with the ability to manage multiple tasks simultaneously

• Strong attention to detail and commitment to data accuracy

• Excellent written and verbal communication skills

• Strong active listening and note-taking abilities

• Ability to work independently in a remote environment while maintaining productivity and accuracy

• Reliable internet connection and professional remote work environment

• Ability to maintain confidentiality and handle sensitive business information appropriately

Preferred:

• Associate’s or Bachelor’s degree preferred

• Experience supporting project teams or coordinating administrative activities across multiple locations

• Prior experience with spreadsheet management, reporting, or data reconciliation activities

• Familiarity with document control, records management, or business process documentation

• Experience working in a remote or hybrid work environment

Physical Demands

• Ability to safely and successfully perform the essential job functions consistent with the ADA and other federal, state and local standards

• Sedentary work that involves sitting or remaining stationary most of the time with occasional need to move around the office to attend meetings

• Ability to conduct repetitive tasks on a computer, utilizing a mouse, keyboard, and monitor

Reasonable accommodation statement

If you require a reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employment selection process, please direct your inquiries to application.accommodations@cai.io or (888) 824 – 8111.

EEO Statement

It is the policy of Computer Aid, Inc.(CAI) not to discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, national origin, age, marital status, genetic information, disability or because he or she is a protected veteran. It is also the policy of CAI to take affirmative action to employ and to advance in employment, all persons regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, marital status, genetic information, disability or protected veteran status, and to base all employment decisions only on valid job requirements. This policy shall apply to all employment actions, including but not limited to recruitment, hiring, upgrading, promotion, transfer, demotion, layoff, recall, termination, rates of pay or other forms of compensation and selection for training, including apprenticeship, at all levels of employment.

Employees and applicants of CAI will not be subject to harassment on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, marital status, genetic information, disability or because he or she is a protected veteran. Additionally, retaliation, including intimidation, threats, or coercion, because an employee or applicant has objected to discrimination, engaged or may engage in filing a complaint, assisted in a review, investigation, or hearing or have otherwise sought to obtain their legal rights under any Federal, State, or local EEO law is prohibited.

$27 per hour

The pay range for this position is listed above. Exact compensation may vary based on several factors, including location, experience, and education. Benefit packages include medical, dental, and vision insurance, as well as 401k retirement account access. Employees in this role may also be entitled to paid sick leave and/or other paid time off as provided by applicable law.