Boston Medical Center
POSITION SUMMARY:
The Executive Assistant role provides comprehensive administrative support to four key hospital leaders, managing daily business operations, communications and coordination both internally and externally. We seek a collaborative team player who is proactive, detail-oriented, and highly accountable. A high degree of professionalism is essential, as this individual will engage with senior leaders internally and externally. Exceptional organizational and communication skills are a must. Given the nature of handling highly confidential and proprietary information, sound business judgement and a high level of discretion are also critical.
Position: Executive Assistant Department: Inpatient Operations Schedule: Full Time ESSENTIAL RESPONSIBILITIES / DUTIES: Drives a broad variety of administrative tasks that facilitate the executives’ ability to effectively lead the organization, and their respective teams as outlined below
Calendar management: Schedules meetings, tracks responses; maintains and coordinates each executive’s complex schedule, including meetings with internal and external stakeholders; prioritizes conflicting demands and ensures timely attendance and preparation
Correspondence and communication: Manages incoming and outgoing communications by composing and preparing correspondence; handles inquiries with professionalism and discretion
Administrative support: Provides general administrative support including submitting expense and mileage reports, processing invoices, managing timecard approvals, and other ad hoc tasks as required to ensure smooth operations. Assists with troubleshooting any technical issues requiring IT support
Meeting management: Solicits meeting materials and agendas in a timely fashion; coordinates audio-visual and technology requirements, orders catering services, prepares accurate and professional information packages for meetings and ensures timely distribution, as needed
Document management: Maintains confidential documents, files, and records to ensure accurate organization, version control, and accessibility. Updates contact lists and office documentation. Designs and produces documents, reports, and presentations, as needed
Office management: Supports the office floor, orders supplies, coordinate with other departments regarding logistical matters (e.g. scheduling, parking, facilities and IT requests), handles telephone calls and other correspondence (e.g. Teams, email) in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate response
Evaluates, develops, and revises administrative systems in order to improve efficiency
Performs other duties as assigned or as necessary
JOB REQUIREMENTS: EDUCATION:
Bachelor’s Degree in a 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 (OneDrive, Word, Excel, and PowerPoint)
1-2 years professional work experience with project management, data management, or related experience highly preferred
KNOWLEDGE AND SKILLS:
Excellent written and verbal communication, and organizational skills
Skill interpreting Corporate and Departmental policies and procedures
Ability to coalesce teams and organize schedules and meetings
Ability to manage multiple, simultaneous, and complex tasks and projects under pressure
Demonstrated ability to maintain confidentiality and composure under pressure
Ability to adapt to changes as needed in a fast-paced environment
Ability to prioritize, be resourceful and work independently with minimal supervision
Equal Opportunity Employer/Disabled/Veterans
According to the FTC, there has been a rise in employment offer scams. Our current job openings are listed on our website and applications are received only through our website. We do not ask or require downloads of any applications, or “apps” job offers are not extended over text messages or social media platforms. We do not ask individuals to purchase equipment for or prior to employment.
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Position: Executive Assistant Department: Inpatient Operations Schedule: Full Time ESSENTIAL RESPONSIBILITIES / DUTIES: Drives a broad variety of administrative tasks that facilitate the executives’ ability to effectively lead the organization, and their respective teams as outlined below
Calendar management: Schedules meetings, tracks responses; maintains and coordinates each executive’s complex schedule, including meetings with internal and external stakeholders; prioritizes conflicting demands and ensures timely attendance and preparation
Correspondence and communication: Manages incoming and outgoing communications by composing and preparing correspondence; handles inquiries with professionalism and discretion
Administrative support: Provides general administrative support including submitting expense and mileage reports, processing invoices, managing timecard approvals, and other ad hoc tasks as required to ensure smooth operations. Assists with troubleshooting any technical issues requiring IT support
Meeting management: Solicits meeting materials and agendas in a timely fashion; coordinates audio-visual and technology requirements, orders catering services, prepares accurate and professional information packages for meetings and ensures timely distribution, as needed
Document management: Maintains confidential documents, files, and records to ensure accurate organization, version control, and accessibility. Updates contact lists and office documentation. Designs and produces documents, reports, and presentations, as needed
Office management: Supports the office floor, orders supplies, coordinate with other departments regarding logistical matters (e.g. scheduling, parking, facilities and IT requests), handles telephone calls and other correspondence (e.g. Teams, email) in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate response
Evaluates, develops, and revises administrative systems in order to improve efficiency
Performs other duties as assigned or as necessary
JOB REQUIREMENTS: EDUCATION:
Bachelor’s Degree in a 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 (OneDrive, Word, Excel, and PowerPoint)
1-2 years professional work experience with project management, data management, or related experience highly preferred
KNOWLEDGE AND SKILLS:
Excellent written and verbal communication, and organizational skills
Skill interpreting Corporate and Departmental policies and procedures
Ability to coalesce teams and organize schedules and meetings
Ability to manage multiple, simultaneous, and complex tasks and projects under pressure
Demonstrated ability to maintain confidentiality and composure under pressure
Ability to adapt to changes as needed in a fast-paced environment
Ability to prioritize, be resourceful and work independently with minimal supervision
Equal Opportunity Employer/Disabled/Veterans
According to the FTC, there has been a rise in employment offer scams. Our current job openings are listed on our website and applications are received only through our website. We do not ask or require downloads of any applications, or “apps” job offers are not extended over text messages or social media platforms. We do not ask individuals to purchase equipment for or prior to employment.
#J-18808-Ljbffr