Clinton Health Access Initiative

Assistant, Administrative and Accounts Payable

Country
United States
City
Boston
Type
Full Time
Program (Division)
Finance - Administration

Overview

The Clinton Health Access Initiative, Inc. (CHAI) is a global health organization committed to saving lives and reducing the burden of disease in low-and middle-income countries, while strengthening the capabilities of governments and the private sector in those countries to create and sustain high quality health systems that can succeed without our assistance. For more information, please visit: http://www.clintonhealthaccess.org.

CHAI’s Administration and Accounts Payable (AP) departments are seeking a highly organized and self-motivated individual who will provide support to both departments in their partnerships with CHAI country and global teams across over 30 countries in which CHAI works. In this role, the Office Administrative Assistant will perform daily administrative tasks, and will have a critical role in greeting CHAI visitors by overseeing the organization’s front desk.

This role is non-exempt, based in Boston, Massachusetts and reports to the Office Administrator.

Responsibilities

  • Oversee all front desk activities; welcome and direct visitors to CHAI’s Boston office
  • Provide professional oral and written communications to internal and external stakeholders; respond promptly to general email inquiries
  • Answer and direct incoming phone calls and monitor CHAI’s voicemail daily
  • Coordinate all domestic and international mail, package and shipping activities; receive, sort and distribute all mail and packages to various Boston-based staff
  • Assist in the planning, coordination, logistics and execution of meetings and events
  • Perform basic facilities management functions, including but not limited to regular monitoring of office equipment and replenishment of office supplies
  • Maintain directories and seating charts for Boston-based staff and all vendor contacts
  • Provide audit support for daily financial activities and processes performed by the AP Accountants
  • Assist the AP team with compiling, reviewing and auditing expense reports presented for reimbursement
  • Prepare invoices for payment and update the AP department’s database systems accordingly
  • Assist the AP team and other Boston departments in the completion of daily processing tasks and special projects
  • Other administrative functions as required

Qualifications

  • Bachelor’s degree or 3 years of professional office work experience
  • Mastery of Microsoft Office, with emphasis on Microsoft Word, Excel, and Access. Visio experience a plus
  • Written and oral communications proficiency
  • Excellent interpersonal skills
  • Flexibility, resourcefulness, and efficiency
  • Ability to lift up to 50 pounds, primarily office furniture and storage boxes
  • Detail-oriented with strong organization skills and follow through
  • Passion for CHAI’s Values and Mission

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