Administrative Assistant

About the Company

Volf Communications LLC is a Tier-1 VoIP and messaging provider headquartered in Boston, delivering voice, SMS, DID numbers, call-center services, and ringless voicemail solutions to carriers and partners across North America, Europe, LATAM, MEA, Africa, and APAC. The company maintains a 99.9% network uptime commitment backed by 24/7 NOC support, reflecting an infrastructure-first approach to telecommunications reliability. Serving a global partner base, Volf Communications operates at the intersection of carrier-grade technology and customer-facing communication solutions.

About the Role

The Administrative Assistant plays a central role in keeping day-to-day operations running smoothly across Volf Communications' Boston office. This is a position for someone who takes ownership of administrative functions with precision, handles competing priorities without losing detail, and enables the broader team to operate at full capacity. The right person will be a reliable point of coordination in an environment where clear communication and organizational discipline directly support business continuity.

Responsibilities

• Manage executive calendars, schedule internal and external meetings, and coordinate travel arrangements to ensure schedules run without conflict or delay.
• Handle incoming and outgoing correspondence — including calls, emails, and written communications — routing inquiries accurately and responding within established timelines.
• Prepare, format, and proofread business documents, reports, and presentations to a standard suitable for internal leadership and external partners.
• Maintain organized filing systems (digital and physical) for contracts, vendor agreements, and operational records, ensuring documents are accessible and audit-ready.
• Coordinate office supply procurement, vendor relationships, and facility-related requests to keep the office environment fully operational.
• Support onboarding logistics for new hires by preparing workspaces, coordinating equipment, and liaising with relevant departments ahead of start dates.
• Track and reconcile administrative expenses, assist with invoice processing, and flag discrepancies to the appropriate finance or management contact promptly.

What we're looking for

• Demonstrated ability to manage complex, shifting schedules and multiple administrative workstreams simultaneously without loss of accuracy or timeliness.
• Proven track record handling sensitive and confidential business information with discretion and sound judgment.
• Strong written and verbal communication skills, with experience drafting professional correspondence and preparing polished documents for leadership audiences.
• Proficiency with office productivity tools — including Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace — applied in a professional setting.
• Shown ability to anticipate needs, identify gaps in processes, and take corrective action independently without requiring step-by-step direction.
• Experience coordinating with multiple internal departments and external vendors to fulfill operational requests on deadline.
• Solid organizational systems, including demonstrated experience maintaining structured filing, record-keeping, or document management processes.

Nice to have

• Familiarity with telecommunications, VoIP, or technology-sector operations, which would accelerate understanding of internal terminology and workflows.
• Experience supporting a multi-regional or globally distributed team, with awareness of cross-time-zone scheduling considerations.
• Exposure to basic accounting or expense management software, such as QuickBooks or Concur, in an administrative support capacity.
• Bilingual proficiency in a second language spoken across Volf Communications' operating regions, such as Spanish, French, or Portuguese.

Benefits

• Competitive base salary commensurate with experience and scope of responsibility.
• Comprehensive health benefits package, including medical, dental, and vision coverage.
• Paid time off, company holidays, and sick leave structured to support work-life balance.
• Onsite role in Boston with a stable, professional office environment and direct access to the leadership team.
• Opportunities for professional development and growth within a company operating across global telecommunications markets.
• Exposure to a technically sophisticated, internationally active organization that offers meaningful administrative scope beyond routine clerical work.