Beth Israel Deaconess Medical Center
Executive Assistant, Department of Medicine
Beth Israel Deaconess Medical Center, Boston, Massachusetts, us, 02298
Executive Assistant, Department of Medicine
Join to apply for the
Executive Assistant, Department of Medicine
role at
Beth Israel Deaconess Medical Center . Job Type:
Regular Time Type:
Full time Work Shift:
Day (United States of America) FLSA Status:
Exempt The Executive Assistant will support the Chairman of the Department of Medicine at Beth Israel Deaconess Medical Center. This role is fully onsite, working Monday through Friday, 8:30am–5:00pm. Job Description:
Provide complex administrative support and oversee projects in support of the Department Chief. Independently initiate, organize, and implement systems and procedures to efficiently manage the administrative processes for the office of the Chief. Essential Responsibilities: Represent Department Chief to high level internal and external constituents. Answer policy questions and determine appropriate course of action for sensitive issues and matters of significance that have organization-wide visibility and potential cost or organizational repercussions. Effectively manage and balance individual, management, and organizational needs when determining appropriate solutions to often complex problems. Gather information, research matters and write memos, letters, and reports utilizing independent judgment. Draft professional communications and presentations for executive audiences with clarity, consistency, and attention to detail. Generate reports determining appropriate data inclusion and output criteria; review for validity and accuracy of information and data. Independently manage department-level data tracking using Microsoft OneDrive and Teams. Plan and coordinate internal and external events, including department meetings, retreats, trainings and celebrations. Oversee logistics, communications, and post-event analysis. Regularly use artificial intelligence tools (ChatGPT and Microsoft CoPilot) to enhance administrative productivity, generate content drafts and automate routine tasks. Support strategic initiatives and department-wide projects with high attention to detail, independent follow-through, and effective cross-team coordination. Required Qualifications: Associate's degree required. Bachelor’s degree strongly preferred. 5–8 years related work experience required. Advanced skills with Microsoft applications (Outlook, Word, Excel, PowerPoint or Access) and other web-based applications. Proficient in creating and formatting spreadsheets (including formulas and pivot tables), managing shared drives, and developing professional presentations. Demonstrated ability to independently manage data tracking and reporting tools, using Excel and OneDrive for team-wide access and collaboration. Experience with event coordination and logistics, including internal meetings, leadership retreats, and virtual or hybrid sessions. Familiarity with modern productivity tools and platforms (Microsoft Teams, Zoom, SharePoint, cloud-based project management systems). Comfort using AI platforms (e.g., ChatGPT, Copilot) to generate professional content, streamline communication, and enhance administrative workflows. Excellent written and verbal communication skills, with the ability to draft clear, professional correspondence and represent leadership with discretion. Competencies Written Communications: Ability to summarize and communicate complex information in varied written formats to internal and external customers. Strong writing, formatting, and editing skills with a professional tone across emails, memos, reports, and presentation materials. Ability to use AI tools to draft, refine, and proofread communications. Oral Communications: Ability to convey complex verbal information in English to medical center staff, patients, families, and external customers. Clear, professional communication in virtual and in-person meetings. Comfortable interfacing with senior leadership and external stakeholders. Knowledge: Demonstrates knowledge of concepts, practices, and policies and can apply them in varied situations. Technological fluency with Microsoft Office 365, cloud-based tools, and emerging technologies relevant to administrative support. Team Work: Works collaboratively in teams, taking initiative to improve processes and maintain positive relationships while managing multiple requests and deadlines. Customer Service: Provides high level of customer service and staff training to meet standards; resolves issues promptly and professionally; maintains confidentiality when needed. Physical Nature of the Job: Sedentary work; ability to sit for long periods and operate digital systems and multiple platforms; light exertion as needed. As a health care organization, we have a responsibility to care for our patients, colleagues, and communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment. Learn more about this requirement. Equal Opportunity Employer/Veterans/Disabled About the role: Seniority level – Mid-Senior level; Employment type – Full-time; Job function – Administrative; Industries – Hospitals and Health Care.
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Join to apply for the
Executive Assistant, Department of Medicine
role at
Beth Israel Deaconess Medical Center . Job Type:
Regular Time Type:
Full time Work Shift:
Day (United States of America) FLSA Status:
Exempt The Executive Assistant will support the Chairman of the Department of Medicine at Beth Israel Deaconess Medical Center. This role is fully onsite, working Monday through Friday, 8:30am–5:00pm. Job Description:
Provide complex administrative support and oversee projects in support of the Department Chief. Independently initiate, organize, and implement systems and procedures to efficiently manage the administrative processes for the office of the Chief. Essential Responsibilities: Represent Department Chief to high level internal and external constituents. Answer policy questions and determine appropriate course of action for sensitive issues and matters of significance that have organization-wide visibility and potential cost or organizational repercussions. Effectively manage and balance individual, management, and organizational needs when determining appropriate solutions to often complex problems. Gather information, research matters and write memos, letters, and reports utilizing independent judgment. Draft professional communications and presentations for executive audiences with clarity, consistency, and attention to detail. Generate reports determining appropriate data inclusion and output criteria; review for validity and accuracy of information and data. Independently manage department-level data tracking using Microsoft OneDrive and Teams. Plan and coordinate internal and external events, including department meetings, retreats, trainings and celebrations. Oversee logistics, communications, and post-event analysis. Regularly use artificial intelligence tools (ChatGPT and Microsoft CoPilot) to enhance administrative productivity, generate content drafts and automate routine tasks. Support strategic initiatives and department-wide projects with high attention to detail, independent follow-through, and effective cross-team coordination. Required Qualifications: Associate's degree required. Bachelor’s degree strongly preferred. 5–8 years related work experience required. Advanced skills with Microsoft applications (Outlook, Word, Excel, PowerPoint or Access) and other web-based applications. Proficient in creating and formatting spreadsheets (including formulas and pivot tables), managing shared drives, and developing professional presentations. Demonstrated ability to independently manage data tracking and reporting tools, using Excel and OneDrive for team-wide access and collaboration. Experience with event coordination and logistics, including internal meetings, leadership retreats, and virtual or hybrid sessions. Familiarity with modern productivity tools and platforms (Microsoft Teams, Zoom, SharePoint, cloud-based project management systems). Comfort using AI platforms (e.g., ChatGPT, Copilot) to generate professional content, streamline communication, and enhance administrative workflows. Excellent written and verbal communication skills, with the ability to draft clear, professional correspondence and represent leadership with discretion. Competencies Written Communications: Ability to summarize and communicate complex information in varied written formats to internal and external customers. Strong writing, formatting, and editing skills with a professional tone across emails, memos, reports, and presentation materials. Ability to use AI tools to draft, refine, and proofread communications. Oral Communications: Ability to convey complex verbal information in English to medical center staff, patients, families, and external customers. Clear, professional communication in virtual and in-person meetings. Comfortable interfacing with senior leadership and external stakeholders. Knowledge: Demonstrates knowledge of concepts, practices, and policies and can apply them in varied situations. Technological fluency with Microsoft Office 365, cloud-based tools, and emerging technologies relevant to administrative support. Team Work: Works collaboratively in teams, taking initiative to improve processes and maintain positive relationships while managing multiple requests and deadlines. Customer Service: Provides high level of customer service and staff training to meet standards; resolves issues promptly and professionally; maintains confidentiality when needed. Physical Nature of the Job: Sedentary work; ability to sit for long periods and operate digital systems and multiple platforms; light exertion as needed. As a health care organization, we have a responsibility to care for our patients, colleagues, and communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment. Learn more about this requirement. Equal Opportunity Employer/Veterans/Disabled About the role: Seniority level – Mid-Senior level; Employment type – Full-time; Job function – Administrative; Industries – Hospitals and Health Care.
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