Executive Assistant : Urology Job at Children's Hospital Boston in Boston

Executive Assistant : Urology Department

Overview

We 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 Responsibilities

Calendar 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 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.

Qualifications

Education

* 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.

#LI-Hybrid