Clinton Health Access Initiative

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Office Administrator

Office Administrator

Country 
United States
City 
Boston
Type 
Full Time
Business Unit 
Administration
Additional Location Description 
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More information about this job

Overview

Founded in 2002, by President William J. Clinton and Ira C. Magaziner, the Clinton Health Access Initiative, Inc. ("CHAI") is a global health organization committed to saving lives, reducing the burden of disease and strengthening integrated health systems in the developing world.

 

CHAI's Boston office provides operational support to programmtic teams working in over 30 countries around the world. Our teams work to improve access to quality health care and focus on a number of different issues and disease areas including, but not limited to HIV, vaccines, malaria, and maternal and newborn health.

 

CHAI is seeking an Office Administrator to provide administrative and day-to-day operational support for CHAI's Boston office. This individual will be responsible for project management, organizing meetings, handling internal information requests, performing administrative functions such as preparing correspondence, receiving visitors, scheduling meetings, arranging travel, preparing internal reports, and managing other internal procedures.  In addition, the Office Administrator will provide project-based, programmatic support as time and skills allow. The ideal candidate will be competent, motivated, mature and customer service oriented.

Responsibilities

  • Manage overall day-to-day office operations for CHAI's Boston office
  • Manage relationships with building management, contractors, vendor and suppliers
  • Serve as the Safety Point Person for CHAI's Boston office
  • Manage logistics and set-up for organizational meetings and events
  • Manage logistics and administrative support for senior management - travel arrangements, calendars, expense reimbursements etc.
  • Manage Boston office projects as needed
  • Administer CHAI's corporate travel program: liaise with the corporate travel service provider and CHAI employees to register employees, resolve issues, and provide assistance as needed; maintain travel website
  • Process Boston office invoices and expense reports
  • Manage administrative staff and volunteers
  • Manage reception (deliveries, phone calls, visitors, etc.)
  • Maintain and update internal meeting space calendar
  • Sort incoming mail, interdepartmental mail, notices, and memoranda for accurate and timely distribution. Process outgoing mail.
  • Ensure adequate office supplies
  • Take on various special projects across diverse operational and programmatic areas
  • Coordinate and assist with Boston office department projects (Finance, IT, HR, Development) as needed
  • Other duties as needed

Qualifications

  • Bachelor's degree
  • 3+ years of prior office administration experience
  • Excellent interpersonal skills
  • Strong written and verbal communication skills
  • Excellent judgement and ability to work with discretion in confidential matters
  • Flexibility, resourcefulness, and efficiency
  • Detail-oriented with strong organization skills and follow through
  • Ability to successfully multi-task and prioritize in a fast-paced environment
  • Highly proactive and able to work independently
  • Strong negotiation skills
  • Strong problem-solving and decision-making abilities

 

Advantages:

  • Previous exposure to finance department
  • Experience managing administrative staff
  • Interest or background in public health and/or development issues

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