Administrative Project Coordinator

Position: Administrative Project Coordinator

Location: Quincy, MA (Hybrid)

Duration: Multi Year Renewable Contract

Hours: 37.5 working hours per week

Job Overview

Client is seeking a dynamic individual with a high level of professionalism, organizational skills, and desire to work in a fast-paced, performance-driven environment. The person will be the primary administrative support and coordinator for the Chief Information Office (CIO).

This position will be responsible for daily core administrative tasks and coordination of mission-critical activities. In addition, ad hoc projects will be performed as needed to support the multiple requests for information and presentation by Executive IT Management. The ideal candidate will be a highly motivated, mature, goal-driven, fast learner with exceptional communication and organization skills, and be very adaptable to change. Proficiency in Microsoft Office tools is required to be successful in this role.

Job Duties And Responsibilities

• Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; adjusting plans.
• Conducts research, collects, and analyzes data to prepare reports and documents, including running queries and summarizing information into consolidated charts and graphs.
• Coordinate monthly meetings on behalf of IT Executive Management including preparation of agendas, related correspondence, presentations; as well as all follow-up activities.
• Provides calendar management support to the SCIO (backup function).
• Assists in meeting prep including agenda and materials development.
• Sends out friendly reminders for overdue action items and any follow-up.
• Attends and records meeting decisions and action items in minute format, organizes, and manages meeting materials both electronic and hard copy.
• Coordinates off-site Executive Management and other related meetings and events as necessary.
• Assists with day-to-day core Facilities issues/requests.
• Manages and orders central IT office supplies as needed.
• Produces H1B Letters, tracks, and reports on requests. Serves as liaison to IT Legal Department on H1B Letter Requests.
• Assists with educating staff on Office Policy.
• Develops and maintains a professional culture at the SCIO office.
• Provides courteous and efficient general office assistance to all members of IT as necessary including live support when needed.
• Other tasks as assigned.
  
  

Qualifications: Special skill sets or experience

• Thorough working knowledge of Microsoft Office suite required (Word, Excel, PowerPoint, Access, VISIO).
• Ability to exercise discretion in handling confidential information.
• Excellent written and oral communication skills required in dealing with all areas functioning within the EOHHS Secretariat.
• Ability to perform key duties with minimal supervision.
• Complex administrative duties requiring a significant degree of skill, reasoning, ability, understanding, independent judgment, and decision-making.
• General understanding of IT technology/processes.
• Knowledge of the methods used in the preparation of charts, graphs, and pivot tables.
• Ability to multitask and prioritize competing tasks while meeting deadlines.
• Strong organizational and planning skills.
• Confident, flexible, responsive, and eager to learn.
• Information gathering and monitoring skills.
• Demonstrated initiative, self-motivated with attention to detail and accuracy.
• Work at Home/Remote Requirements: Must ensure designated work area is free from distractions during work hours and virtual meetings. Must provide a high-speed, uninterrupted modem for a remote workspace.
  
  

Education

• Bachelor's degree in business or equivalent experience.
  
  

Job #: 25-27218