Talent.com
Office Coordinator

Office Coordinator

Beacon HillCambridge, Massachusetts
30+ days ago
Salary
$37.00 hourly
Job type
  • Full-time
Job description

Responsibilities

  • Front office reception duties
  • Serving as principal contact and source of information for customers of the office including faculty, students, staff, and external people.
  • The Office Assistant will play a key role in the front suite by welcoming guests to the Dean's Office, answering the phone, receiving mail.
  • Email management
  • Reviewing, routing, answering, and monitoring follow up actions on email correspondence.
  • Calendar and travel support
  • Support of the Dean's calendar such as confirmations and securing advance materials; potentially supporting travel coordination; assist teams with weekly and daily calendar review for missing information or errors; may also work with Senior EA in other capacities.
  • Meeting support
  • Secure and set up meeting space; arrange and support Zoom meetings as needed; arranging catering orders; may attend meetings by Zoom or in person to provide logistical support.
  • Records management
  • Creating, managing, and updating records. Including updates to team resources on SharePoint.
  • General office support and project management
  • Supports the dean's office team by providing backup support to other team members; coverage during vacations and other time off; support for shifting priorities, including project management and tracking.
  • Additional duties as required

Qualifications / Expectations :

  • Flexible, professional, accountable, brings a focused attitude, and is a team player
  • Able to learn systems and be consistent in written materials, offer system improvements when able
  • Able to rapidly learn office policies and procedures
  • Strong experience in Microsoft Office suite, Outlook, and SharePoint
  • Experience in complex calendar management, word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, and email
  • Use internet and online conference applications (Zoom, Teams)
  • Share and manage projects / tasks jointly with other colleagues in collaborative manner
  • Ask pertinent questions to resolve potential issues proactively
  • Professional phone skills, excellent written skills
  • Customer Service experience
  • Professional demeanor, friendly, helpful
  • AMS_