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Administrative Coordinator IV in Lynn, MA at Eastern

Date Posted: 9/20/2018

Job Snapshot

Job Description

The successful candidate will possess structure, attention to detail, quality focus, high energy and flexibility to a high-paced deadline driven organization. This individual will need to work well in a team environment, be able to represent the manager/group with professional courtesy and acumen and deliver flawless work output. Your daily routine also includes interaction with various internal clients across the organization. You will need to adapt procedures, processes and techniques to complete assignments in line with the department's activities and goals.

• Maintain complex and detailed calendars.
• Screen incoming calls and determine the level of priority while using caution in   dispensing information.
• Responsible for the coordination and logistics of both internal and external      meetings.
• Arrange and coordinate domestic travel. 
• Organize all aspects for offsite conferences and external events; including    catering. 
• Expense Management – Processing invoices and expense claims for team    members. Ensure all policies are followed and items are processed within provided guidelines. Subject matter experts for policies and procedures
• Produce high quality emails and messages to individuals at all levels of the organization.
• Handle regular activities without prompting, and advise in advance with issues or delays.
• Assist in editing spreadsheets and presentations including printing and binding for client meetings.
• Lead and coordinate in adhoc projects as requested.
• Strong interpersonal, written, and oral communication skills.
• Acts as Administrator for enterprise wide Corporate Recognition Program. 
• Recording secretary for Corporate Recognition Committee and responsible for all coordination of quarterly and annual nominations as well as facilitation of award creation, distribution and payroll processing. 
• Acts as liaison with online vendor responsible for report creation and coordinates with MIS on system updates and modifications. 
• Manages the Corporate Recognition intranet site and is the primary contact for any questions related to the Program. 
• Facilitates new hire training on the Program and is responsible for trouble shooting issues related to system access.  Integral in coordinating annual Recognition events.
• Determines type of data needed and the best way to report information.  May perform in depth analysis of data for preparation of reports for distribution.
• Solicits needs of recipients and designs and/or programs ad hoc reports for
requestors of information. 
• Makes recommendations for adaptations and modifications to policies and procedures. 
• Responsible for a number of monthly reports.

Job Requirements

• Strong administrative skills with 4+ years related experience; or equivalent training and experience. 
• College degree is a plus
• Effective interpersonal skills
• Superior oral and written communication skills
• Excellent telephone etiquette and ability to manage competing priorities i.e. calendar management
• Advanced ability to organize
• Tact and good judgment in confidential situations and proven experience interacting with senior management
• Strong knowledge of Microsoft Office product set. 
• Solid customer service skills.