Administrative Assistant & Receptionist

Come join a winning team! Here at Imprivata, you’ll see a dedicated group of professionals who care about improving healthcare. Our team thrives on collaboration and sharing ideas, whether in a cross-functional meeting or at one of our virtual team-building events.  

While we're diverse in our backgrounds and skills, we have much in common. A passion for our mission. A strong sense of integrity. A belief that we're making a positive impact and a commitment to having fun. 

We are seeking an Administrative Assistant & Receptionist to join our team. This is an in office opportunity in Waltham, MA.. 

Job Summary 

Administrative Assistant & Receptionist is a key position at Imprivata, since it is both the first point of contact for visiting clients, customers, and employees as well as providing administrative support to Executives and other team members as needed. The role requires someone to have a willing and can-do attitude and approach to the tasks and position responsibilities.  It is essential that someone in this position be professional, resourceful, dependable, and good under pressure. This position requires an individual who can work independently and takes the initiative and ownership in daily tasks.

Duties and Responsibilities 

• Work closely with members of the Facilities, Human Resources, eStaff, & IT teams
• Greet guests, having them sign in/out, and provide them with a visitor badge
• Support the learning & development team – user account administration in iLearn LMS (provision, update and deprovision users), assign course curriculums to employees and consultants, track completion of assigned training, update Imprivata Identity Governance to confirm iLearn user activity, and other projects as needed
• Manage the visitor sign-in program – removing old employees and making sure all visitors are signed out by EOD
• Take employee photos and issuing/replacing their proximity ID cards
• Add photos of new employees into Outlook
• Tend to facilities tickets and submitting work orders for any other facilities related issues/closing tickets
• Order catering for lunch meetings and company parties, deliver and set up as needed/applicable
• Order company breakfast or lunch if requested
• Assist with scheduling work dinners as requested
• Place kitchen supply orders with vendors, track/maintain inventory to adjust order volume and frequency as needed.
• Create shipping and return labels for outgoing and incoming packages and place in appropriate pick-up boxes or schedule pick-ups as needed.
• Check/manage the mail on a daily basis and maintain/keep the mail room well organized and stocked
• Maintain/keep the office supply rooms well stocked
• Keep the reception area, kitchenettes, and board room area clean, tidy, and well stocked
• Send out company-wide emails with various information if needed
• Participate in company iCares and Culture Club initiatives
• Proactively place service calls when necessary i.e. vending, coffee, water machines, and various equipment as well as for building needs with property ownership
• Order flowers or other items to send to employees as requested
• Other various duties as requested

Required Qualifications 

• High School Diploma or equivalent.
• Minimum one (1) year experience in a professional environment.
• Must possess excellent time management skills.
• Professional demeanor with a customer focus in dealing with visitors, callers, and employees
• Highly organized, resourceful, and the ability to multi-task well.
• Strong communication skills both verbal and written with the ability to interact successfully with both internal and external customers a