Job Description

Job Description: 

Top Requirements:

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  Minimum 2-3 years' experience in a fast-paced office environment
  
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  Willingness to learn and be self-motivated
  
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  The critical requirements are the following:
  o Outlook Experience
  o Calendar Management
  o Booking Travel in Concur/ Ovation System
  o Meeting Preparation & Management
  o Reservation Management and Food Ordering/ Reconciliation
  

Daily/ Weekly Tasks - Critical:

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  Outlook Experience – Proficient Required
  o Managing Multiple Inboxes: Own Inbox, Travel Inbox, Forwarding of Park Emails to Woburn List
  o Reception Mailbox Management: Receive all faxes and voicemails from Reception and forward accordingly
  
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  Calendar Management – Proficient Required
  o Travel, Physician Visits, Woburn Related Activities
  
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  Concur/ Ovation Experience – Proficient Preferred
  o Booking Travel, Changing Travel, Managing Travel
  o Physician General Expenses, Proctoring & Speaking (chat with Marc C)
  o Reconciliation of Corporate Credit Card
  § Multiple Departments Usage, SLT and Physician Travel Usage, Candidate Usage, General Office Usage, By Request Usage
  
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  Meetings for Senior Leadership – Proficient Preferred
  o Calendar Invite Management if Needed
  o Preparation of conference room and restocking office before meetings
  o Ordering, Managing, and Expensing Breakfasts, Lunches, or Dinners on Corporate Card
  o Breaking down conference room and resetting for general use
  
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  Meeting Room Preparation & Break Down – General Office Experience Preferred
  o Setting up the room in terms of shape of tables, black mats for SLT or Executive Meetings, agendas, waters, light snacks, general restock of room with mints, tissues, etc.
  o Special requests for markers, flip charts, etc. Sometimes it will include ordering ahead of time and reconciling on the Corporate Card
  o Town Hall and larger group meetings to be set up in both Left and Right field will be special preparation
  o Willing to learn basic room tips and tricks required
  o Breaking down room and resetting for general use
  
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  Office Management – General Office Experience Preferred
  o Keeping inventory and restocking as much as possible when a large order comes in
  o Order from Amazon, or other vendors, to keep up with office supplies, coffee, water, etc.
  o Ordering of Pizza according to Calendar for both Wilmington and Woburn. Reconciliation on corporate card is required
  o Restocking Matt’s fridge with water bottles, possible snack requests, etc.
  o Restocking conference rooms with mints, tissues, etc.
  o Occasional holiday décor decorating around office
  o Keeping of Reception area cleared may include emailing team to pick up packages
  

Weekly/ As Needed Tasks:

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  Physician Visits – Proficient Preferred
  o Managing Correspondence with Physician or Physician Team
  o Assisting with Travel and Approval for Corporate Card Use
  o Dinner Reservations
  o Preparation for conference room and restocking office before meetings
  o Speaking with office if presented; like setting up for a Town Hall
  o Breaking down conference room and resetting for general use
  
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  Travel Approvals – General Experience Preferred (dependent on T&E Policy)
  o Included but not limited to answering general travel questions, knowing company policy, directing questions to Finance or Managers if needed, assisting with International Approvals to Bobby and or Sunny
  o Making sure SLT approvals get done asap
  o NOTE: Special Accommodations should be provided to better understand approval requests
  

Monthly/ Occasional Tasks:

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  Foreign Visitor Forms – General Office Experience Preferred
  o Forms to be completed for certain SLT from start to finish including gathering signatures, required information for the visitor and final execution of documentation
  o Badges/ Name Cards to be made for SLT guests
  
• Prepping for New Hires – General Office Experience Preferred

o Work with Debbie and Manager to find appropriate seating solution for New Hire: IT should be looped into this email, so they know location
o Contact Joanne for C&W to clean space well before starting date
o Order Nameplate as soon as new hire notification comes through
o Prep desk with appropriate items for starts dates (two different set-ups for permanent hires compared to contractors)

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Pay Rate Range: $30-36/hr depending on experience 

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Job Tags

Permanent employment, Contract work, For contractors, Work at office, Immediate start,

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