Executive Assistant Job at Manning Personnel Group, Inc. in Boston

Direct message the job poster from Manning Personnel Group, Inc.

Senior Recruiter at Manning Personnel Group, Inc.

Our client, a well known healthcare center in Boston, is seeking a talented EA to support members of their internal team. The role involves handling of sensitive and confidential information, meeting scheduling and preparation, making national and international travel arrangements, providing project coordination support, and interacting with other EAs of executive officers, the board of directors, and management personnel inside and outside of the organization. The Executive Assistant must be able to act independently and with limited supervision to maintain administrative processes, maintain a professional demeanor and flexibility as job demands require. Have the ability to manage multiple projects, deadlines, and other priorities as they change continually.

ESSENTIAL RESPONSIBILITIES / DUTIES:

Document/File Management

• Edits and proofreads all written materials and verifies the validity of data and documents contained in all reports prior to submission
• Ensures that written documents are accurate and professional
• Ongoing detailed updating/editing of CVs
• Prepares and distributes information packages for meetings
• Maintains a library of over 100 published peer reviewed journal articles and other non-peer reviewed publications
• Maintains the Faculty Files for faculty members including confidential and personal information, credentialing and evaluation files. Also maintain files for non-clinical faculty and Non-GIM faculty files
• Tracks Medical License Renewals, Massachusetts Prescription Awareness Tool (MassPAT) - Prescription Monitoring Program, Continuing Medical Education Credits, Society Membership Dues, Journal Renewals, Conflict of Interest Forms / Disclosure Forms, Passport Renewals and Visa Applications, Password Updates

Calendar/Schedule Management

• Maintains executives' calendar up-to-date; coordinates vacation, schedules meetings and appointments with particular attention to preventing scheduling conflicts
• Schedules ongoing weekly, monthly and bi-monthly meeting time for several Faculty, Staff and Mentees
• Creates and manages schedules for Outpatient Clinic, On Call, Ward Attending and Safety Net

Travel/Event Planning

• Makes registration and travel arrangements; makes hotel reservations; provides written itineraries for all travel plans
• Detailed planning beginning many months out for travel to annual and semi-annual national and international conferences, scheduling additional meetings while attending conferences, with follow through to reimbursement
• Manages planning around annual meetings

Annual Reviews/Evaluations

• May initiate responses for annual reviews and/or complete and send out responses on his/her behalf, as per established protocols.
• Contact all Faculty members and request two clinical peer reviews for the current academic year. Collect all peer reviews, obtain signatures, complete a credentialing audit on each faculty file to prepare for Annual Faculty Evaluations

Other Administrative Responsibilities

• Manages invoices and accounts payable for the department, manages subscriptions
• Follows up with managers, to ensure adherence to project and tasks deadlines
• Purchases supplies as needed and stays within established budget
• Evaluates, develops and revises administrative systems in order to improve efficiency
• Performs office related duties such as maintaining departmental files, manuals and records; handling faxes, scanning, filing, photocopying collating materials
• Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning faculty, staff, department, and hospital matters
• Handles telephone calls in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate disposition
• Acts as a liaison with external customers to ensure efficient communications
• Conducts online and other types of research
• Performs manyother duties as assigned or as necessary

JOB REQUIREMENTS

EDUCATION:

• Bachelors Degree in related field is required or a combination of additional experience and training will be considered

EXPERIENCE:

• Three to five years of experience in progressively more responsible positions in office administration with a high proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint)
• 1-2 years professional work experience with project management, data management, policy research, non-profit fundraising, or related experience highly preferred

KNOWLEDGE AND SKILLS:

• Excellent communication skills and diplomacy to interact and communicate effectively with external contacts and hospital staff
• Must be exceptionally organized to multitask, prioritize and meet deadlines and schedules; must be able to keep others organized and on track
• Excellent written and verbal communication skills
• Good critical thinking skills and demonstrated comfort and ability to work independently once given direction
• High proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint)

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Hospitals and Health Care

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