CEI Office Assistant

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Job Summary

The CEI Office Assistant is responsible for providing secretarial, clerical and administrative support to CEI clients, guests, and full-time staff in an effective and efficient manner. This team member serves as the first point of contact to the Center’s visitors and provides high-quality customer service to incubator clients, community members and stakeholders. A successful candidate for this position possesses strong problem-solving and multitasking skills to fulfill a wide variety of needs and accomplish a diverse set of tasks throughout any given day.

 

Scope

This part-time position works at the Center for Entrepreneurial Innovation, a biotechnology and life science business incubator located on the GateWay Community College campus. Primary work contacts include the CEI Executive Director, Assistant Executive Director, Program Coordinator, and Marketing Coordinator. The office assistant also interacts with CEI’s selection committee, subject matter experts, clients and guests on a regular basis. Guests of the incubator may include city or government officials, business and industry stakeholders; community agencies serving small business development; professional service providers; general community members attending on-site events; college administration, faculty and staff.

 

Supervision Received

This position reports to the Program Coordinator of CEI.

 

Duties & Responsibilities

  • Performs receptionist-type functions such as, but not limited to:

    • Answering incoming calls and responding to caller inquiries

    • Redirecting calls and taking messages

    • Greeting, assisting and/or directing visitors and the general public

  • Maintains client directory in HubSpot

  • Maintains a safe and clean reception area and conference/meeting rooms

  • Processes incoming room reservation requests via HubSpot, on-demand room requests and manages conference room calendars

  • Receives and distributes deliveries to tenants

  • Assists in planning and preparing meetings and events, including but not limited to:

    • Setting up tables and chairs according to meeting type and/or requests

    • Maintaining amenities in meeting spaces and common areas

    • Overseeing minor to moderate IT needs for scheduled meetings

  • Maintains adequate inventory of office supplies and marketing collateral materials

  • Provides word-processing and secretarial support

  • Contributes to team efforts and supports the CEI staff by accomplishing assigned tasks as needed

 

Knowledge, Abilities & Personal Attributes

The incumbent must have proficient knowledge in the following areas:

  • Office administration

  • Customer service

  • Event planning

  • Written and oral communication skills

  • Experience using Apple and Microsoft desktops, laptops and iPads

  • Common software programs including Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Google Apps, customer relationship management systems (preferably HubSpot), and customized databases

  • Best practices for handling sensitive information with professionalism and integrity

The incumbent must demonstrate the following skills:

  • Multi-tasking and prioritization to ensure deadlines are met

  • Ability to work in a fast-paced environment

  • Ability to work seamlessly within a team

  • Analytical and problem solving skills

  • Decision-making skills

  • Effective verbal and listening communications skills

  • Computer skills including the ability to effectively use spreadsheet and word processing  programs proficiently

  • Stress management skills

  • Time management skills

  • Hard-working

  • Self-directed and able to work independently

The incumbent must demonstrate the following personal attributes:

  • Honest and trustworthy

  • Respectful & inclusive

  • Culturally sensitive and aware

  • Flexible and adaptable

  • Strong work ethic

 

Training & Experience

The Office Assistant would normally obtain the required knowledge, skills and attitudes through completion of an office procedures course combined with related experience. Equivalencies will be considered.

Special Conditions of Employment

Evening hours may be required.

Working Conditions

The Office Assistant spends long hours sitting and using office equipment and computers, which can cause muscle strain. Occasional light lifting (up to approximately 25 pounds) of supplies and materials may be required.

Interested in applying?

Please send your resume and an optional cover letter to infocei@ceigateway.com.