Administrative Assistant

Join our team as we seek a dedicated individual to fulfill the role of Administrative Assistant! We're looking for someone with strong customer service skills, adept project management abilities, the capacity to work independently, and the flexibility to multitask and adapt to various responsibilities. If you're ready to make an impact in a dynamic work environment, we invite you to apply!

This position offers a hybrid work model, which includes 4 days in office and 1 day remotely. Hybrid work may be modified based on the needs of the company.

Key Duties and Responsibilities

• Greet and assist visitors, ensuring a positive and professional experience.
• Answers telephone, screens calls, transfers callers to voice mail or takes messages to facilitate communications and contact with the appropriate BioMed Realty team member.
• General clerical duties including photocopying, filing, mailing and arranging courier services.
• Ensures daily mail pickup and delivery.
• Maintains database of key clients and contacts and helps establish and maintain professional relationships through exemplary customer service.
• Creates and maintains files, resources, schedules and databases as requested.
• Ensures internal and external communications are properly distributed within the company.
• Researches and provides information upon request by using known resources such as the Internet, and written documentation for projects and special assignments.
• Ensures meetings are properly scheduled, resourced and the facilities prepared in advance when required to support the team's meeting requests.
• Responsible TV content management, AV setup and troubleshooting issues with IT.
• Organizes catering services upon request.
• Assists with coordinating transportation upon request.
• Assist in the planning and executing of company events.
• Responsible for ensuring common areas are clean and well stocked. This includes conference rooms, supply rooms, copy rooms, breakout rooms, the main lobby area, etc. Includes running the dishwasher nightly and cleaning out the refrigerator monthly or more often if needed.
• Maintains all supply inventory including but not limited to, office supplies such as paper and printer ink, medical cabinet supplies, food & beverages, etc., by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Manage procurement of furniture through purchase orders and managing placement of office furniture.
• Manage company ergonomic needs and provide training to employees, as needed.
• Work with Risk Manager and HR to communicate safety and emergency policies and procedures.
• Orchestrate office moves.
• Assist in the onboarding process for new employees, including workspace setup and orientation.
• Manage administration duties including ordering of building access cards, keys, business cards, new hire gifts, and other duties assigned by supervisors.
• Performs the Office Fire Warden's role and responsibilities.
• Generate maintenance work orders in the work order management system. Ensure office repairs and work orders are entered and completed timely.
• Facilitate the creation, execution, and placement of building standard common area signage
• Work collaboratively with other departments to support cross-functional initiatives.
• Adheres to all company policies and procedures.
• Completes special projects as required by Operations team and /or supervisor.

Job Specifications

• This position required at least two years' experience as an office manager or administrative assistant.
• An AS/AA degree or equivalent combination of education, training and additional experience is preferred.
• Proficiency with Microsoft Office software: Word and Outlook; Excel and PowerPoint a plus.
• Requires strong verbal skills, effective written skills including with the ability to set-up automate and track data and information.
• Be organized, with the ability to coordinate tasks with strong attention to detail and follow-up, while multi-tasking effectively.
• Ability to maintain an approachable, responsive, friendly demeanor and work with completing priorities, taking direction and working effectively with office staff, executives, vendors, and tenants.

Benefits

At BioMed Realty, we make sure you have the support and resources to leverage and develop your skills, secure your financial future, and take care of your health and well-being. BioMed Realty continually seeks to provide a workplace where everyone can be their authentic self. Through BioMed Realty's competitive benefits offerings and various training and development opportunities, we have you covered with our Benefits Program which includes:

• Employer-Paid Medical, Dental, and Vision Insurance
• Paid Time Off and Paid Family Leave Benefits
• 401(k) Retirement Savings Plan
• Tuition Reimbursement
• Flexible Spending Accounts
• Commuter Benefits
• Lifestyle Spending Account
• Pet Insurance
• ID Theft Insurance
• Legal Insurance
• Employee Assistance Program
• 100% Employer-Paid Life & AD&D Insurance, Short and Long Term Disability

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