Executive Office Administrator
4 weeks ago
About Us
At Mass General Brigham (Enterprise Services), we're committed to delivering exceptional patient care, advancing medical research, and fostering a culture of innovation and collaboration. As a leading healthcare system, we're dedicated to making a positive impact on the lives of our patients, employees, and the communities we serve.
We're seeking a highly skilled and experienced Executive Office Administrator to join our team at the Prudential Center in Boston. This is a unique opportunity to work with senior leadership, industry executives, and other key stakeholders to drive business success and advance our mission.
The successful candidate will provide administrative support to the executive offices, ensuring seamless day-to-day operations and providing oversight to the administrative needs of the 11th floor of the Pru. Key responsibilities will include coordinating office activities, managing meeting requests, and providing exceptional customer service to guests and visitors.
Key Responsibilities:
Coordinate day-to-day office activities and daily tasks associated with the 11th floor of the Pru
Act 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
Oversight of Meeting Requests EMS Room Reservation System and Prudential Administrative Services Email distro
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.
Act as a liaison to administrative support staff at the PRU and provide guidance and appropriate updates to the team on office information
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.
Oversee standard office supplies; ensuring contracts are executed according to scope of service, reviewing and approving supply requisitions
Manage equipment maintenance, including facilitating service agreements and ensuring the services are completed appropriately
Responsible for maintaining Standard Office Procedures and Policies
Administer ID badge process for PRU11, including the upkeep of security lists
Manage file storage process
Requirements:
Bachelor Degree preferred
6+ years of related experience preferred, ideally in the administrative field / healthcare environment and/or experience supporting executive/senior management.
Exceptional customer service abilities, communication skills and ability to prioritize, multi task and demonstrate commitment to a solutions focused mind set
Demonstrates fiscal responsibility by effectively using Mass General Brigham resources for supply ordering, event coordination and management of 3rd party vendors. Responsible for processing Prudential MGB office related invoices.
Skills For Success:
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.
EEO Statement:
Mass General Brigham is an Equal Opportunity Employer. By embracing diverse skills, perspectives, and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under the law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, perform essential job functions, and receive other benefits and privileges of employment.
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