Executive Office Administrator

19 hours ago

Boston, Massachusetts, United States Mass General Brigham Full time
About Us

Mass General Brigham is a not-for-profit organization committed to supporting patient care, research, teaching, and service to the community. Our system is a national leader in biomedical research and provides a complete continuum of care, including community and specialty hospitals, a managed care organization, a physician network, community health centers, home care, and other health-related entities.

The Opportunity

The Mass General Brigham 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 Mass General Brigham. The position also requires a high degree of organization and a proactive approach to identifying and overcoming challenges.

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
  • Oversight of Meeting Requests EMS Room Reservation System and Prudential Administrative Services Email distro
  • Key troubleshooting resource for conference room equipment
  • 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.
  • 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
Administration
  • Assist leadership with administrative team training and orientation
  • Maintains reporting of employee access for security, systems, shared folders, etc
  • Coordinate with all organizational development / employee engagement programs at the direction of Mass General Brigham Chief of Staff or Director of Administrative Services
  • Support Events and activities for the Prudential office including: FLU SHOTS, evening Board meetings, retirement parties
Communication
  • Coordinate specific high priority or specialized office wide communications
Qualifications
  • 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

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