Tufts Medical Center
Title
Executive Assistant I
Hours 40 hours per week - M-F from 8-4:30 or 8:30-5
Location 100% onsite at Tufts Medical Center - Boston, MA
Position Overview This position will provide administrative support for research projects, including tracking milestones, coordinating communications, and organizing research-related meetings.
This role focuses on providing administrative and business support to the organization in order to achieve operational goals. It performs general administration duties: 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. 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.
Job Overview This position performs duties requiring expert level administrative support and project management skills to assist a leader of a major corporate function, where assignments involve work of a confidential, complex nature and involve handling information of strategic importance. The assistant relieves executives of complex details and advanced administrative duties. High‑level contacts require considerable discretion, judgment, tact, and diplomacy. The assistant provides day‑to‑day scheduling, meeting coordination, and project implementation and serves as a liaison to board‑level volunteers, physicians, and executive leaders in support of departmental activities.
Job Description As a key administrative partner, you will manage the executive calendar, coordinate internal and external meetings, prepare meeting agendas and minutes, and facilitate communication across multiple units. You will also support research projects, oversee budget tracking, and handle sensitive documents while maintaining confidentiality and compliance with hospital policies.
Duties and Responsibilities
Produces correspondence, memos, and reports from dictation, drafts; edits material for grammar, spelling, and format and high‑quality presentation and style, and prepares high‑quality presentation graphics.
Expedites the volume production of special reports, brochures, annual reports, manuals, etc., coordinating efforts with Marketing/Communications, the executive offices, and outside vendors to assure production schedules are met.
Attends meetings of committees/boards composed of executives from the voluntary sector in the capacity of recording secretary.
Composes or selects letters based on supervisor’s general instructions; responds to routine inquiries.
Arranges a wide variety of inside and outside meetings, special events and activities; prioritizes events for efficient use of available 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 superior; monitors progress on important matters and follows up to ensure disposition.
Receives phone calls and messages, provides informed interpretation of procedures and policies to high‑level internal and external customers, and refers matters to appropriate executive functions.
Provides assistance with administrative processes associated with the department or function.
Expedites a wide variety of highly sensitive administrative matters requiring a basic understanding of hospital policies and operational issues.
Processes and follows up to expedite office administrative paperwork, such as purchase requisitions, employment requisitions, employee time sheets, expense vouchers, etc.
Follows up with a variety of personnel within and outside of the organization to ensure timely completion.
Provides guidance to departmental personnel 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, determining sources and methods of obtaining information, data requirements, and analytical techniques; prepares reports and recommendations for action by superior.
Prepares reports using statistical or financial tables, developing original formats of graphs and charts for meaningful presentation of data.
Uses standard and internet/information research skills.
Sets up and maintains files and records of extremely sensitive, confidential information, ensuring efficient retrieval.
Utilizes database applications software to maintain reports appropriate to informational needs; arranges and maintains information and develops and produces a variety of reports.
Ensures adequate inventory of office supplies and basic maintenance of office equipment; coordinates timely repair of office equipment.
Ensures basic setup and maintenance of office personal computers and associated equipment; ensures timely service.
Uses typical applications software such as word processing, spreadsheet, presentation graphics, and database; additional software for project management, scheduling, budgetary control, etc.
Performs miscellaneous clerical duties: collate, sort, fax, file, distribute, and retrieve documents and mail; records and relays phone messages.
Participates in performance improvement initiatives and demonstrates the use of quality improvement in daily operations.
Ensures compliance with health and safety requirements and regulatory agencies such as DPH.
Ensures compliance with established hospital policies, quality assurance programs, safety and infection control policies and procedures.
Maintains collaborative team relationships with peers and colleagues to effectively contribute to the working group’s achievement of goals and foster a positive work environment.
Minimum Qualifications
Bachelor’s Degree AND Two (2) years of administrative experience OR Associate’s Degree AND Four (4) years of administrative experience OR High School Diploma AND Six (6) years of administrative experience.
Physical Requirements
Normal office setting.
Frequent contact with patients, medical staff, and department personnel.
Frequent sitting, occasional standing & walking, and lifting of 5-10 lbs.
Requires manual dexterity using fine hand manipulation to operate computer keyboard.
Requires ability to see computer screen and reports.
Skills & Abilities
Ability to manage multiple, simultaneous tasks and prioritize according to established criteria and protocols.
Good organizational and communication skills, both verbal and written in English.
Good computer skills using Microsoft Office including Outlook, Excel, and PowerPoint.
Ability to write and spell in English to ensure accurate messaging.
Excellent interpersonal skills are required and the ability to adapt to changing deadlines.
Ability to work under pressure and adapt to changing deadlines.
Ability to visualize the big picture independently with minimal supervision and direction.
Excellent proofreading skills.
In-depth understanding of office management and daily operations.
Working knowledge of office equipment, such as printers and fax machines.
Highly resourceful team player who can effectively work with staff and senior level managers.
Pay Range $26.87 - $33.59
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Hours 40 hours per week - M-F from 8-4:30 or 8:30-5
Location 100% onsite at Tufts Medical Center - Boston, MA
Position Overview This position will provide administrative support for research projects, including tracking milestones, coordinating communications, and organizing research-related meetings.
This role focuses on providing administrative and business support to the organization in order to achieve operational goals. It performs general administration duties: 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. 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.
Job Overview This position performs duties requiring expert level administrative support and project management skills to assist a leader of a major corporate function, where assignments involve work of a confidential, complex nature and involve handling information of strategic importance. The assistant relieves executives of complex details and advanced administrative duties. High‑level contacts require considerable discretion, judgment, tact, and diplomacy. The assistant provides day‑to‑day scheduling, meeting coordination, and project implementation and serves as a liaison to board‑level volunteers, physicians, and executive leaders in support of departmental activities.
Job Description As a key administrative partner, you will manage the executive calendar, coordinate internal and external meetings, prepare meeting agendas and minutes, and facilitate communication across multiple units. You will also support research projects, oversee budget tracking, and handle sensitive documents while maintaining confidentiality and compliance with hospital policies.
Duties and Responsibilities
Produces correspondence, memos, and reports from dictation, drafts; edits material for grammar, spelling, and format and high‑quality presentation and style, and prepares high‑quality presentation graphics.
Expedites the volume production of special reports, brochures, annual reports, manuals, etc., coordinating efforts with Marketing/Communications, the executive offices, and outside vendors to assure production schedules are met.
Attends meetings of committees/boards composed of executives from the voluntary sector in the capacity of recording secretary.
Composes or selects letters based on supervisor’s general instructions; responds to routine inquiries.
Arranges a wide variety of inside and outside meetings, special events and activities; prioritizes events for efficient use of available 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 superior; monitors progress on important matters and follows up to ensure disposition.
Receives phone calls and messages, provides informed interpretation of procedures and policies to high‑level internal and external customers, and refers matters to appropriate executive functions.
Provides assistance with administrative processes associated with the department or function.
Expedites a wide variety of highly sensitive administrative matters requiring a basic understanding of hospital policies and operational issues.
Processes and follows up to expedite office administrative paperwork, such as purchase requisitions, employment requisitions, employee time sheets, expense vouchers, etc.
Follows up with a variety of personnel within and outside of the organization to ensure timely completion.
Provides guidance to departmental personnel 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, determining sources and methods of obtaining information, data requirements, and analytical techniques; prepares reports and recommendations for action by superior.
Prepares reports using statistical or financial tables, developing original formats of graphs and charts for meaningful presentation of data.
Uses standard and internet/information research skills.
Sets up and maintains files and records of extremely sensitive, confidential information, ensuring efficient retrieval.
Utilizes database applications software to maintain reports appropriate to informational needs; arranges and maintains information and develops and produces a variety of reports.
Ensures adequate inventory of office supplies and basic maintenance of office equipment; coordinates timely repair of office equipment.
Ensures basic setup and maintenance of office personal computers and associated equipment; ensures timely service.
Uses typical applications software such as word processing, spreadsheet, presentation graphics, and database; additional software for project management, scheduling, budgetary control, etc.
Performs miscellaneous clerical duties: collate, sort, fax, file, distribute, and retrieve documents and mail; records and relays phone messages.
Participates in performance improvement initiatives and demonstrates the use of quality improvement in daily operations.
Ensures compliance with health and safety requirements and regulatory agencies such as DPH.
Ensures compliance with established hospital policies, quality assurance programs, safety and infection control policies and procedures.
Maintains collaborative team relationships with peers and colleagues to effectively contribute to the working group’s achievement of goals and foster a positive work environment.
Minimum Qualifications
Bachelor’s Degree AND Two (2) years of administrative experience OR Associate’s Degree AND Four (4) years of administrative experience OR High School Diploma AND Six (6) years of administrative experience.
Physical Requirements
Normal office setting.
Frequent contact with patients, medical staff, and department personnel.
Frequent sitting, occasional standing & walking, and lifting of 5-10 lbs.
Requires manual dexterity using fine hand manipulation to operate computer keyboard.
Requires ability to see computer screen and reports.
Skills & Abilities
Ability to manage multiple, simultaneous tasks and prioritize according to established criteria and protocols.
Good organizational and communication skills, both verbal and written in English.
Good computer skills using Microsoft Office including Outlook, Excel, and PowerPoint.
Ability to write and spell in English to ensure accurate messaging.
Excellent interpersonal skills are required and the ability to adapt to changing deadlines.
Ability to work under pressure and adapt to changing deadlines.
Ability to visualize the big picture independently with minimal supervision and direction.
Excellent proofreading skills.
In-depth understanding of office management and daily operations.
Working knowledge of office equipment, such as printers and fax machines.
Highly resourceful team player who can effectively work with staff and senior level managers.
Pay Range $26.87 - $33.59
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