Tufts Medicine
Executive Assistant II, Department of Medicine
Tufts Medicine, Boston, Massachusetts, us, 02298
Executive Assistant II, Department of Medicine
Hours: 40 hours per week; 8:00 AM to 4:30 PM. May require after hours work as needed dependent on needs of the department.
Location: Onsite 4 days per week at minimum at 15 Kneeland St in Boston, MA - Tufts Medical Center.
Job Overview This role focuses on providing administrative and business support to the organization in order to achieve operational goals. The duties include producing documents, collecting, recording, sorting and filing information, handling mail, preparing routine reports, making travel arrangements, arranging appointments, responding to inquiries, data entry, and operating office equipment. This is a professional individual contributor role that may direct the work of other lower level professionals or manage processes and programs. The majority of time is spent overseeing the design, implementation or delivery of processes, programs and policies using specialized knowledge and skills typically acquired through advanced education. This is an experienced level role that applies practical knowledge of the job area typically obtained through advanced education and work experience. Works independently with general supervision; problems faced are difficult but typically not complex, and may influence others within the job area through explanation of facts, policies and practices.
Minimum Qualifications
Associate's Degree AND five (5) years of progressively responsible secretarial/administrative experience OR
Bachelor's Degree AND three (3) years of progressively responsible secretarial/administrative experience.
Duties and Responsibilities
Produces correspondence, memos, minutes, and reports from dictation or drafts; edits material for grammar, spelling, and format; prepares high quality presentation graphics.
Expedites the volume production of special reports, brochures, annual reports, manuals, etc.; coordinates efforts with Marketing/Communications, the executive offices, and outside vendors to meet production schedules.
Attends meetings of committees/boards composed of executives from the voluntary sector in the capacity of recording secretary.
Coordinates all department level meetings, arranges dates and place, books conference call lines, notifies participants via Outlook calendar invitations; collects, copies and distributes meeting materials.
Arranges a wide variety of internal and external meetings, events and activities; prioritizes events for efficient use of time; makes travel arrangements for extended trips and groups.
Coordinates large, complex internal and external meetings, seminars, and similar events; coordinates production of meeting agenda.
Communicates with a wide variety of high-level executives and officials to exchange critical or sensitive information and expedite matters on behalf of a superior; monitors progress and follows up to ensure disposition.
Serves as office receptionist, greets and directs visitors; screens inquiries and directs to appropriate administrative members as needed.
Provides assistance with administrative processes associated with the department or function.
Expedites a wide variety of highly sensitive administrative matters requiring an understanding of hospital policies and operational issues.
Processes and follows up to expedite office administrative paperwork (purchase requisitions, employment requisitions, time sheets, expense vouchers, etc.).
Follows up with personnel to ensure timely completion; provides guidance on hospital administrative policies and procedures.
Prepares and manages the departmental operating budget; monitors expenditures against the budget and reports significant variations.
Independently performs assigned portions of highly sensitive projects; prepares reports and recommendations for action by supervisor.
Prepares reports using statistical or financial data; develops graphs and charts for meaningful presentation of data.
Uses standard and internet/information research skills.
Sets up and maintains files and records of highly sensitive information; ensures efficient retrieval.
Maintains reports and information using database applications; develops and produces a variety of reports.
Ensures adequate inventory of office supplies and basic maintenance of equipment; coordinates timely repairs.
Ensures basic setup and maintenance of office computers and related equipment; coordinates service as needed.
Uses word processing, spreadsheet, presentation graphics, and database software; may use project management, scheduling, and budgetary tools.
Performs miscellaneous clerical duties (collate, sort, fax, file, distribute, retrieve documents and mail); takes and relays messages as needed.
Physical Requirements
Normal office setting.
Frequent contact with patients, medical staff, and department personnel.
Frequent sitting, occasional standing and walking; lifting of 5-10 lbs.
Manual dexterity for keyboard work; ability to see computer screens and reports.
Skills & Abilities
Ability to manage multiple tasks simultaneously and prioritize.
Strong organizational and communication skills in English (verbal and written).
Proficient in Microsoft Office (Outlook, Excel, PowerPoint).
Strong spelling and proofreading abilities; attention to detail.
Excellent interpersonal skills and adaptability to changing deadlines.
Ability to work under pressure with minimal supervision and to see the big picture.
Experience with office management and daily operations; familiarity with hospital policies is a plus.
Working knowledge of office equipment (printers, fax machines).
Highly resourceful team player capable of collaborating with staff and senior managers.
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Administrative
Industries
Hospitals and Health Care
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Location: Onsite 4 days per week at minimum at 15 Kneeland St in Boston, MA - Tufts Medical Center.
Job Overview This role focuses on providing administrative and business support to the organization in order to achieve operational goals. The duties include producing documents, collecting, recording, sorting and filing information, handling mail, preparing routine reports, making travel arrangements, arranging appointments, responding to inquiries, data entry, and operating office equipment. This is a professional individual contributor role that may direct the work of other lower level professionals or manage processes and programs. The majority of time is spent overseeing the design, implementation or delivery of processes, programs and policies using specialized knowledge and skills typically acquired through advanced education. This is an experienced level role that applies practical knowledge of the job area typically obtained through advanced education and work experience. Works independently with general supervision; problems faced are difficult but typically not complex, and may influence others within the job area through explanation of facts, policies and practices.
Minimum Qualifications
Associate's Degree AND five (5) years of progressively responsible secretarial/administrative experience OR
Bachelor's Degree AND three (3) years of progressively responsible secretarial/administrative experience.
Duties and Responsibilities
Produces correspondence, memos, minutes, and reports from dictation or drafts; edits material for grammar, spelling, and format; prepares high quality presentation graphics.
Expedites the volume production of special reports, brochures, annual reports, manuals, etc.; coordinates efforts with Marketing/Communications, the executive offices, and outside vendors to meet production schedules.
Attends meetings of committees/boards composed of executives from the voluntary sector in the capacity of recording secretary.
Coordinates all department level meetings, arranges dates and place, books conference call lines, notifies participants via Outlook calendar invitations; collects, copies and distributes meeting materials.
Arranges a wide variety of internal and external meetings, events and activities; prioritizes events for efficient use of time; makes travel arrangements for extended trips and groups.
Coordinates large, complex internal and external meetings, seminars, and similar events; coordinates production of meeting agenda.
Communicates with a wide variety of high-level executives and officials to exchange critical or sensitive information and expedite matters on behalf of a superior; monitors progress and follows up to ensure disposition.
Serves as office receptionist, greets and directs visitors; screens inquiries and directs to appropriate administrative members as needed.
Provides assistance with administrative processes associated with the department or function.
Expedites a wide variety of highly sensitive administrative matters requiring an understanding of hospital policies and operational issues.
Processes and follows up to expedite office administrative paperwork (purchase requisitions, employment requisitions, time sheets, expense vouchers, etc.).
Follows up with personnel to ensure timely completion; provides guidance on hospital administrative policies and procedures.
Prepares and manages the departmental operating budget; monitors expenditures against the budget and reports significant variations.
Independently performs assigned portions of highly sensitive projects; prepares reports and recommendations for action by supervisor.
Prepares reports using statistical or financial data; develops graphs and charts for meaningful presentation of data.
Uses standard and internet/information research skills.
Sets up and maintains files and records of highly sensitive information; ensures efficient retrieval.
Maintains reports and information using database applications; develops and produces a variety of reports.
Ensures adequate inventory of office supplies and basic maintenance of equipment; coordinates timely repairs.
Ensures basic setup and maintenance of office computers and related equipment; coordinates service as needed.
Uses word processing, spreadsheet, presentation graphics, and database software; may use project management, scheduling, and budgetary tools.
Performs miscellaneous clerical duties (collate, sort, fax, file, distribute, retrieve documents and mail); takes and relays messages as needed.
Physical Requirements
Normal office setting.
Frequent contact with patients, medical staff, and department personnel.
Frequent sitting, occasional standing and walking; lifting of 5-10 lbs.
Manual dexterity for keyboard work; ability to see computer screens and reports.
Skills & Abilities
Ability to manage multiple tasks simultaneously and prioritize.
Strong organizational and communication skills in English (verbal and written).
Proficient in Microsoft Office (Outlook, Excel, PowerPoint).
Strong spelling and proofreading abilities; attention to detail.
Excellent interpersonal skills and adaptability to changing deadlines.
Ability to work under pressure with minimal supervision and to see the big picture.
Experience with office management and daily operations; familiarity with hospital policies is a plus.
Working knowledge of office equipment (printers, fax machines).
Highly resourceful team player capable of collaborating with staff and senior managers.
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Administrative
Industries
Hospitals and Health Care
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