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Executive Office Administrator

Company: KNF&T Staffing Resources
Location: Somerville
Posted on: November 22, 2021

Job Description:

Local hospital is seeking an Executive Office Administrator to join their team. Apply today! Onsite at Prudential Center, 11th floor Temp to Perm Pay rate $25/hr MUST BE/HAVE: Professional Polished --- multi-task --- capable of being the face of MGB Executive Meeting space interacting with highest level executives and trustees---.ability to learn systems fast --- train on Room Reservation System, Badge Access system, go to troubleshooter for Technology. --------------------------------------------------- The Executive Office Administrator will provide office support to ensure the effective day-to-day operations of the executive offices at the Prudential Center.This high-profile, outward-facing position requires keen judgment, efficiency and a good understanding of the hospital. The position also requires a high degree of organization and a proactive approach to identifying and overcoming challenges. There will be significant interaction with Leadership (including Trustees across the system), senior hospital leadership, and industry executives. The position will report to the Director of Administrative Services. The Office Administrator is a full-time (in-person) position supporting the executive office at the Prudential Center and is responsible for ensuring effective office operations, and providing oversight to the administrative needs of the 11 th floor of the Pru. Key constituents include Chief of Staff and Chief Operating Officer to the CEO. PRINCIPAL DUTIES AND RESPONSIBILITIES ? Office Operations: o Coordinate day-to-day office activities and daily tasks associated with 11 th floor of Pru o Acts as the main reception resource and assigned workstation is the main reception desk ? Greet and assist guests and visitors ? Answer and triage incoming calls ? As needed, input visitors in security system o Oversight of Meeting Requests EMS Room Reservation System and Prudential Administrative Services Email - mailto: PruReservations@partners.org o Key troubleshooting resource for conference room equipment. Escalate to PRU IS technician and Collaborative Media resources, as needed and responsible for tracking issues and resolution. o Act as a liaison to administrative support staff at the PRU and provide guidance and appropriate updates to the team on office information o Serve as landlord-tenant point of contact for PRU11 issues related to parking, space improvements, work orders, tenant communications, etc. When appropriate, will raise to Director of Administrative Services for input/resolution. o Oversee standard office supplies; ensuring contracts are executed according to scope of service, reviewing and approving supply requisitions o Manage equipment maintenance, including facilitating service agreements and ensuring the services are completed appropriately o Responsible for maintaining Standard Office Procedures and Policies o Administer ID badge process for PRU11, including the upkeep of security lists o Manage file storage process ? Administration: o Assist leadership with administrative team training and orientation. At the direction of the Director of Administrative Services, will coordinate meetings with administrative staff to provide support and consistent direction for administrative issues or projects. o Maintains reporting of employee access for security, systems, shared folders, etc o Coordinate with all organizational development / employee engagement programs at the direction of Chief of Staff or Director of Administrative Services. o Support Events and activities for the Prudential office including: PRU Holiday Party, FLU SHOTS, evening Board meetings, retirement parties ? Communication o Coordinate specific high priority or specialized office wide communications ? Assume additional responsibilities as assigned o Take on special projects and produce routine status reports when vital. QUALIFICATIONS BA/BS and 6+ years of related experience preferred, ideally in the administrative field / healthcare environment and/or experience supporting executive/senior management. SKILLS/ABILITIES/COMPETENCIES Excellent interpersonal skills to deal effectively with senior management, staff and vendors. Strong verbal and written communication skills. Excellent organizational skills, problem solving skills, and a strong attention to detail. Demonstrated ability to exercise discretion and maintain strict confidentiality. Proficiency in A/V Equipment in conference rooms and ability to do first pass trouble shooting prior to escalation. Proficiency with Microsoft Outlook, Word, Excel, Access, and PowerPoint. Proficiency with office systems (IKON copiers, scanners, fax machines, ID software) Demonstrated ability to work independently and accurately. Maintain a proactive approach to work including team building and multi-tasking capabilities. #BOTEMP

Keywords: KNF&T Staffing Resources, Somerville , Executive Office Administrator, Administration, Clerical , Somerville, Massachusetts

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