Staff Asssitant - Operations


Job Type

Full Time

Published:

05/17/2018

Address

375 Longwood Avenue
Boston
Massachusetts
02215
United States

Description

Position Summary

Provide administrative support to the Vice President of Operations. Support the Operations Department with assigned administrative functions and project work.

Essential Responsibilities

  • Serve as the principal assistant to the Vice President of Operations. Support the work of additional department staff members.
  • Compose, edit, and send written and electric correspondence. Copy, file, fax, scan and/or mail documents. Create, edit and print Excel spreadsheets and PowerPoint presentations.
  • Make travel arrangements and process expense reimbursements.
  • Process LMA Shuttle ticket purchases.
  • Coordinate and schedule events, external and internal meetings and conference calls. Record and distribute minutes for standing meetings and governing committees.
  • Provide administrative assistance for tabletop emergency exercises, area-wide security walks, and editing written documents.
  • Maintain hard copy and electronic filing systems and ensure that all filing is current, organized, and easily accessible.
  • Organize, distribute, and track member transportation and parking contract commitment letters.
  • Serve as an off-site MASCO ambassador as a data collector for shuttles and parking.
  • Create content and edit Operations-related information posted on the MASCO website. Meet quarterly with other internal web administrators regarding web support topics.  
  • Address customer feedback and inquiries received over the phone or through the electronic ticketing system. Escalate issues as necessary. Track tickets and identify feedback trends. Ensure all customer follow-up correspondence is complete. 
  • Collaborate with appropriate stakeholders serving as the point of contact between the Vice President of Operations and both internal and external stakeholders.

General Responsibilities

  • Help maintain MASCO’s front desk reception coverage in the receptionist’s absence and assist in mail delivery/distribution on a rotational schedule in conjunction with other assigned team members.
  • Provide staff assistant support to other departments and help with company events as needed.
  • Assist in the coverage of “General MASCO” mailbox inquiries and serve as a backup for the emergency ride home coordinator.
  • Perform other duties and special projects as assigned.


Required Qualifications (unless otherwise noted)

  • Bachelors Degree. Minimum two years of office-based administrative work experience.
  • Proficiency in Microsoft Office software applications, including Excel, Word, PowerPoint and Outlook. Experience with or comfort level in learning web editing software preferred.
  • Excellent verbal and written communication skills.
  • Professional customer service and interpersonal style; ability to interact and work with a diverse range of people.
  • Ability to work both independently and as part of a team.
  • Strong proactive organizational skills, including the ability to make decisions about how to prioritize and organize own work.
  • Ability and willingness to proactively research and problem solve.
  • Ability to work on several different unrelated tasks at the same time. Ability to work under the pressure of tight deadlines.
  • Comfort level with ‘managing up’ regarding scheduling and other pertinent areas.
  • Exhibit a ‘can-do’ attitude and flexible work style approach. Patience and flexibility to meet demands of constantly changing priorities.
  • Ability to organize and prioritize tasks to completion in a fast-paced environment while ensuring a strong attention to detail.
  • Ability and willingness to maintain confidentiality at every level.

Benefits

Comprehensive benefits package.

Professional Level

Entry level

Minimum Education Required

4-year degree

How To Apply


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