OFFICE ADMINISTRATOR / EXECUTIVE ASSISTANT

The Office Administrator / Executive Assistant is responsible for coordinating the activities of the main office of MASCO, Inc. located on the 5th floor of 375 Longwood Ave., Boston. This position provides administrative support to the President, Vice President and Chief Financial Officer and General Counsel and plays a key role in coordinating and producing the MASCO newsletter as well as other public relations efforts made in support of the corporate mission.



 

REPORTS TO: President

 

ADMINISTRATIVE SUPPORT

·  Principal Assistant for MASCO President.

·  Staff assistant to Vice President and CFO and General Counsel

·  Schedule and plan meetings for Board of Directors and Executive Committee, All-Staff, etc.

·  Distribute administrative correspondence to appropriate people.

·  Mailing of minutes and follow-up materials to committees.

·  Support General Counsel with typing, faxing, and filing.

·  Coordinate set-up and logistics for meetings called by assigned executive staff.

·  Coordinate chair assignment and draft agenda for All-Staff meetings.

·  Plan and facilitate CORE staff meetings.

·  Other projects and duties as assigned.

 OFFICE ADMINISTRATION

·  Responsible for the overall maintenance of office appearance and upkeep.

·  Maintain corporate filing system.

·  Coordinate office coverage and routine operational duties with office staff assistants to ensure that

phones are answered and mail is distributed and posted.

·  Coordinate maintenance issues with the building superintendent.

·  Maintain corporate database mailing system.

·  Maintain all office equipment and ensure in working order.  Make recommendations to appropriate people.

·  Evaluate maintenance agreement for equipment.

·  Order office and meeting-related supplies (ie: coffee/paper goods).

·  Facilitate the training of new staff assistants.

·  Post the daily meetings.

·  Caretaker of IT equipment.

 PUBLIC RELATIONS

·  Coordinate the production of the MASCO newsletter and serve in the role of Assistant Editor.

·  Coordinate the production of various information and communication materials and brochures for all MASCO departments.

·  Act as resource to external public relations representing MASCO within the community.

 

ACCOUNTING DUTIES

·  Mailing out quarterly financial packages.

·  Scheduling of Finance committee meetings.

·  Typing forms as needed.

·  Weekly distribution of time sheets and payroll checks.

·  Weekly stamping of checks.

·  Other projects and duties as assigned.

 

BASIC KNOWLEDGE/SKILLS

The ideal candidate will have strong written and oral communication skills, the ability to work independently and take initiative.  Excellent interpersonal and organizational skills are essential with the ability to manage several projects simultaneously.  Must be able to interact with all levels of an organization and a diverse client base.  Candidate must be skilled in computer applications including Microsoft Word, Excel, Access and PowerPoint.

 

EXPERIENCE/EDUCATION

Bachelors Degree or equivalent required.  The candidate should have a minimum of 3 years experience in office administration.