Boston Children's Hospital
Executive Assistant : Urology
Boston Children's Hospital, Boston, Massachusetts, us, 02298
Job Posting Description
Executive Assistant : Urology Department
OverviewWe 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 Executive's 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 requestedAnticipate 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: Bachelor's 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.
Executive Assistant : Urology Department
OverviewWe 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 Executive's 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 requestedAnticipate 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: Bachelor's 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.