Executive Assistant : Urology

77463BRJob Posting Title:Executive Assistant : UrologyDepartment:UrologyAutoReqId:77463BRStatus:Full-TimeStandard Hours per Week:40 Job Posting Category:AdministrationJob Posting Description: Executive Assistant : Urology DepartmentOverviewWe are seeking a skilled Executive Assistant to provide high-level administrative and organizational support to the Chief of the Urology Department and the Executive Administrative Director. This role may also involve overseeing a small team of junior Executive Assistants.Key ResponsibilitiesCalendar Management+ Manage the Executive's calendar, ensuring efficient time management and prioritization of conflicting demands based on the Executives needs and preferences.+ Balance and organize daily, weekly, and monthly commitments.+ Quickly adjust schedules in response to Hospital operations and the Executive's responsibilities.+ Plan and execute logistical and administrative details for meetings, interviews, seminars, conferences, and special events.+ Prepare and distribute agendas, minutes, presentations, and other materials for meetings, and take minutes when requested+ Anticipate and arrange logistical and technological needs for seamless in-person, hybrid, and virtual meetings.+ Organize external travel and create accurate itineraries.+ Maintain department recordkeeping systems, including sensitive administrative and financial data.+ Oversee the input of information into databases and spreadsheets, monitor data accuracy, and compile periodic reports as needed.+ Evaluate and recommend upgrades to systems to improve efficiency.+ Monitor and reconcile budget reports, investigating and resolving discrepancies independently.+ Collect and organize information for departmental administration, supporting the preparation of annual budgets, grant applications, and complex reports.+ Compile and analyze data from various sources, preparing spreadsheets and reports for supervisory review.+ Organize and supervise the provision of secretarial, clerical, and administrative support services.+ Plan work schedules to ensure adequate coverage for essential administrative functions.+ Ensure work aligns with established hospital and departmental policies, recommending improvements to internal systems for effective operations.+ Assist in the development and implementation of departmental administrative policies and procedures.+ Act as a liaison with support service departments to coordinate necessary services, maintaining a positive customer service approach.+ Draft emails, edit correspondence, prepare presentations, and manage other communications with professionalism and clarity.+ Create and maintain organized files and records, ensuring efficient retrieval of information.+ Interface with vendors and support the Executive's business relationships with external parties, including overseeing contract administration as needed.+ Complete other assigned projects as necessary.QualificationsEducation- Required: Bachelors Degree or equivalent experience.Experience- Required: Minimum of 3 years of administrative experience supporting an executive/leader in a complex, fast-paced environment.- Preferred: Minimum of 5 years of relevant experience.Knowledge, Skills, and Abilities+ Exceptional presentation, interpersonal, and communication skills.+ Strong analytical abilities to resolve complex problems.+ Ability to work independently and manage multiple tasks under pressure.+ Effective communication skills, with empathy in challenging situations.+ Strong project management and prioritization capabilities.+ Experience working with diverse stakeholders, from front-line staff to senior executives.+ Proficiency in key administrative systems, including Microsoft Office and PeopleSoft.+ Initiative and ability to work collaboratively or independently.+ Capability to meet deadlines in a dynamic environment.Office/Site Location:BostonRegular, Temporary, Per Diem:Regular Remote Eligibility :Part Remote/Hybrid