Executive Assistant Job at Russell Tobin in Boston

Executive Assistant

Pride Health is hiring an Executive Assistant for one of its clients in Massachusetts.

This is a 3-month contract with the possibility of an extension with competitive pay and benefits.

Location – Boston, Massachusetts (02118)

Length of assignment – 3 months (Possibility of an extension)

Pay range - $35 - $39 per hour.

Shift – Monday - Friday

Job Summary

Provides executive administrative support to a Department Chair, Executive Director, or Vice President and other department senior leaders, including, but not limited to scheduling appointments, scheduling meetings, taking meeting notes, following up on meeting-generated tasks, and preparing documents and slides using PowerPoint, Excel and Microsoft Word.

Job Duties

· Composes high-level correspondence and memoranda independently and with professional quality. Edits and proofreads all written materials and verifies the validity of data and documents contained in all reports before submission.

· Analyzes, categorizes, prioritizes, and distributes mail. May initiate responses for the Chief’s review and/or complete and send out responses on his/her behalf, as per established protocols.

· Maintains the Chief’s calendar up to date; coordinates vacation, and schedules meetings and appointments with particular attention to preventing scheduling conflicts.

· Makes registration and travel arrangements; makes hotel reservations; provides written itineraries for all travel plans.

· Schedules meetings, tracks responses; coordinates audio-visual and technology requirements, orders catering services, etc., as needed. Prepares information packages for meetings and distributes. Takes and prepares minutes of meetings, as required. Ensures that minutes and other written documents are accurate and professional.

· Follows up with managers, to ensure adherence to project and tasks deadlines.

· Manages invoices and accounts payable for the department. Manages subscriptions. Assists with monitoring departmental budget and account balances.

· Monitors and maintains an inventory of office supplies and equipment. Purchases supplies as needed and stays within the established budget. Keeps office equipment in working order and contacts IT or service provider, as necessary, for repairs or replacements.

· Evaluate, develop, and revise administrative systems to improve efficiency.

· Handles telephone calls in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate disposition.

· Creates reports, spreadsheets, charts, presentations, or other correspondence requested.

· Performs office-related duties such as maintaining departmental files, manuals, and records, picking up mail, categorizing and delivering mail, storing and distributing office supplies, handling faxes, scanning, filing, photocopying collating materials, maintaining the update of policy manuals, etc.

· Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital matters.

· Acts as a liaison with external customers to ensure efficient communications.

· Conducts online and other types of research

· Performs other duties as assigned or as necessary.

Requirements

· Bachelor’s Degree in the related field is required or a combination of additional experience and training will be considered.

· Minimum of Three (3) years of experience as an Executive Assistant supporting C-Suite executives, demonstrating progressively more responsibility with a high proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).

· 1-2 years of professional work experience with project management, data management, policy research, non-profit fundraising, or related experience highly preferred.

· Excellent communication skills and diplomacy to interact and communicate effectively with external contacts and hospital staff.

· Must be exceptionally organized to multitask, prioritize, and meet deadlines and schedules; must be able to keep others organized and on track.

Benefits

Pride Global offers eligible employees comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance, and hospital indemnity), 401(k)-retirement savings, life & disability insurance, an employee assistance program, legal support, auto, home insurance, pet insurance, and employee discounts with preferred vendors.

Equal Opportunity Employer

As a certified minority-owned business, Pride Global and its affiliates - including Russell Tobin, Pride Health, and Pride Now - are committed to creating a diverse environment and are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, pregnancy, disability, age, veteran status, or other characteristics.