Administrative Assistant

XMA’s Administrative Assistant possesses a high level of reliability, precision and attention to detail! In this position, you are a trusted face of our organization and help drive our team to meet our goals. This position will primarily facilitate the efficient operation of multiple departments by performing a variety of clerical and administrative tasks. This is a great opportunity to expand your administrative career and learn from an experienced and highly collaborative team!

Essential Functions:

  • Answers and transfers phone calls, screening when necessary.
  • Welcomes and directs visitors and clients.
  • Maintains filing systems as assigned.
  • Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
  • Responds to and resolves administrative inquiries and questions.
  • Coordinates and schedules travel, meetings, and appointments for managers or supervisors.
  • Prepares agendas and schedules for meetings.
  • Records and distributes minutes or other records for meetings.
  • Maintains project timelines and communicates deliverables to stakeholders.
  • Maintains office supplies and coordinates maintenance of office equipment.
  • Performs other related duties as assigned.


  • Teamwork
  • Responsibility
  • Excellent attention to detail
  • Sound decision making
  • Strong organizational skills
  • Leadership ➢ Ethical
  • Results oriented
  • Problem solver
  • Ability to meet deadlines and plan ahead
  • Excellent verbal and written communication skills
  • Excellent interpersonal and customer service skills
  • Basic understanding of clerical procedures and systems such as recordkeeping and filing
  • Ability to work independently

Supervisory Responsibilities:

This position has no direct supervisory responsibilities; however, the incumbent must be able to build and maintain effective and credible relationships with key stakeholders and across all areas of the business. This position will communicate and provide guidance to employees in multiple departments.

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. This position is eligible for some telecommuting.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands and fingers, handle, or feel; and reach with hands and arms.This is a largely sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bending or standing on a stool as necessary. Must be able to lift up to 15 pounds at times.

Position Type/Expected Hours of Work:

This is a full-time position and hours of work and days are Monday through Friday 8:00am to 5:00pm. Occasional evening and weekend work may be required as job duties demand.


No travel is expected for this position.

Required Education and/or Experience and Education:

High school diploma or equivalent and three to five years related experience and/or training in an administrative role. Associates degree (A.A./A.S.) or equivalent from two-year college or technical school preferred; or equivalent combination of education and experience.

Additional Eligibility Qualifications

  • Proficiency in Microsoft Office Applications; primarily Outlook, Excel, Word and PowerPoint. Microsoft Project is strongly desired.
  • Proficiency using Infor CloudeSuite Industrial (SyteLine) is desired.
  • Willingness to attain professional designations / continuing education.

Work Authorization/Security Clearance

Due to nature of our business some positions may require US Citizenship.

AAP/EEO Statement

XMA Corporation organization is committed to equal employment opportunity. We will not discriminate against employees or applicants for employment on any legally-recognized basis [“protected class”] including, but not limited to: veteran status, uniform service member status, race, color, religion, sex, national origin, age, physical or mental disability, genetic information or any other protected class under federal, state, or local law including the protected classes under New Hampshire law which are summarized below.
In New Hampshire, the following are each a protected class: age, sex (including pregnancy-related conditions and sexual harassment), race, color, marital status (including civil union status), physical or mental disability, religious creed, national origin, sexual orientation, gender identity, genetic test results, status as a smoker or non-smoker, and military membership (state and federal).
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.