Brigham and Women’s Hospital
Executive Assistant to CMO
Brigham and Women’s Hospital, Boston, Massachusetts, us, 02298
Job Description - Executive Assistant to CMO (3304622)Reporting to the Chief of Staff for the OCOO, the Executive Assistant (EA) will provide administrative support to ensure the efficient and effective day-to-day functioning of the Office of the Chief Medical Officer (OCMO). The EA will be supporting the Chief Medical Officer and two Associate Chief Medical Officers. This position requires excellent organizational, interpersonal, and communication skills, as well as attention to detail.Principal Duties and Responsibilities
Executive Support:Ensure efficient and effective day-to-day functioning of activities within these administrative areas.Serve as the primary administrative point of contact for internal staff and external stakeholders for the OCMO.Manage executive schedules, including the planning and timely notification of meetings and appointments using independent judgment in setting priorities and proposing alternatives to meetings, meeting preparation.Manage three high-volume calendars.Collaborate with the Director of the Office of the CMO, Program Managers, other Executive Assistants, and external parties to ensure effective calendar management, balancing meeting time, work commitments, and availability.Communicate schedule changes promptly.Proactively identify and resolve calendar conflicts.Support and set up individual, small group, and committee/working group/task force meetings.Ensure meeting participants have accurate meeting logistics (location, directions, etc.).Arrange for conference room, catering, and technical support (i.e., projector, teleconferencing services) and prepare materials as necessary.Manage all travel arrangements, including booking flights, accommodations, and transportation utilizing Egencia and other relevant resources.Submit reimbursements and check requests for travel, conferences, and other ad hoc items as needed for the OCMO and supporting leaders.Process catering requests for meetings and large events under the OCMO as needed, in support of our CMO and ACMOs.Collect and distribute mail to OCMO leaders and on their behalf, as needed.Draft and sign letters from OCMO leaders, as needed.Develop and maintain effective and highly professional working relationships with departmental and hospital administration, faculty, trainees, and staff as necessary to carry out goals/projects of the OCMO.Communications:Develop effective methods of communicating with departmental and hospital leadership, trainees, and staff on a regular basis.Answer telephones and process mail using sound judgment in screening and responding to inquiries, prioritizing requests that need immediate attention. Forward or resolve as appropriate.Exercise judgment in responding to inquiries while maintaining the highest level of confidentiality; forward information or resolve as appropriate.Administration:Guided by CMO/ACMOs/Director for the OCMO, compose, type, prepare, and distribute documents/presentations/analyses in support of institutional undertakings.Manage various administrative/financial processes including timekeeping, expense report submission, travel arrangements, and otherwise.Ensure and develop appropriate organizational and filing systems in order to seamlessly administer the Office of the COO/President.Maintain and manage schedule(s) and calendar(s) by making appointments and scheduling meetings. Requires coordination across multiple complex calendars; considering internal and external engagements; and actively prioritizing scheduling decisions on behalf of the OCMO.Arrange, facilitate, and manage meetings, compiling required documentation and generating minutes as appropriate.Plan events on behalf of the OCMO.Occasionally serve as backup for administrative colleagues.Special Projects:Plan and execute various special projects relevant to the OCMO (e.g., programmatic/administrative process changes, space/IT renovations, office moves, etc.).Coordinate confidential senior staff searches.Provide support for departmental initiatives and special projects, as assigned by the OCMO.Often perform other duties as assigned or as responsibilities necessitate.Other Business Responsibilities:Record attendance and document minutes for both departmental and board meetings, ensuring comprehensive and accurate records of discussions, decisions, and action items.Assist with correspondence, filing, telephone coverage, routing routine mail, and other administrative activities.Provide backup coverage for other senior executives within the OCMO/OCOO.Provide customer-friendly support to answer questions and resolve issues in accordance with appropriate policies and procedures.Handle confidential matters with the utmost discretion.Use independent judgment to manage workload and responsibilities, as well as solve problems.Other ad hoc administrative projects as assigned.Minimum Requirements:
Bachelor degree and at least 2-5 years of experience working directly with an executive.Experience supporting multiple senior executives is preferred.Must be proficient with Outlook calendars, Microsoft PowerPoint, Word, Excel, and other MS Office software.BWH is an Affirmative Action Employer. By embracing diverse skills, perspectives, and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.
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Executive Support:Ensure efficient and effective day-to-day functioning of activities within these administrative areas.Serve as the primary administrative point of contact for internal staff and external stakeholders for the OCMO.Manage executive schedules, including the planning and timely notification of meetings and appointments using independent judgment in setting priorities and proposing alternatives to meetings, meeting preparation.Manage three high-volume calendars.Collaborate with the Director of the Office of the CMO, Program Managers, other Executive Assistants, and external parties to ensure effective calendar management, balancing meeting time, work commitments, and availability.Communicate schedule changes promptly.Proactively identify and resolve calendar conflicts.Support and set up individual, small group, and committee/working group/task force meetings.Ensure meeting participants have accurate meeting logistics (location, directions, etc.).Arrange for conference room, catering, and technical support (i.e., projector, teleconferencing services) and prepare materials as necessary.Manage all travel arrangements, including booking flights, accommodations, and transportation utilizing Egencia and other relevant resources.Submit reimbursements and check requests for travel, conferences, and other ad hoc items as needed for the OCMO and supporting leaders.Process catering requests for meetings and large events under the OCMO as needed, in support of our CMO and ACMOs.Collect and distribute mail to OCMO leaders and on their behalf, as needed.Draft and sign letters from OCMO leaders, as needed.Develop and maintain effective and highly professional working relationships with departmental and hospital administration, faculty, trainees, and staff as necessary to carry out goals/projects of the OCMO.Communications:Develop effective methods of communicating with departmental and hospital leadership, trainees, and staff on a regular basis.Answer telephones and process mail using sound judgment in screening and responding to inquiries, prioritizing requests that need immediate attention. Forward or resolve as appropriate.Exercise judgment in responding to inquiries while maintaining the highest level of confidentiality; forward information or resolve as appropriate.Administration:Guided by CMO/ACMOs/Director for the OCMO, compose, type, prepare, and distribute documents/presentations/analyses in support of institutional undertakings.Manage various administrative/financial processes including timekeeping, expense report submission, travel arrangements, and otherwise.Ensure and develop appropriate organizational and filing systems in order to seamlessly administer the Office of the COO/President.Maintain and manage schedule(s) and calendar(s) by making appointments and scheduling meetings. Requires coordination across multiple complex calendars; considering internal and external engagements; and actively prioritizing scheduling decisions on behalf of the OCMO.Arrange, facilitate, and manage meetings, compiling required documentation and generating minutes as appropriate.Plan events on behalf of the OCMO.Occasionally serve as backup for administrative colleagues.Special Projects:Plan and execute various special projects relevant to the OCMO (e.g., programmatic/administrative process changes, space/IT renovations, office moves, etc.).Coordinate confidential senior staff searches.Provide support for departmental initiatives and special projects, as assigned by the OCMO.Often perform other duties as assigned or as responsibilities necessitate.Other Business Responsibilities:Record attendance and document minutes for both departmental and board meetings, ensuring comprehensive and accurate records of discussions, decisions, and action items.Assist with correspondence, filing, telephone coverage, routing routine mail, and other administrative activities.Provide backup coverage for other senior executives within the OCMO/OCOO.Provide customer-friendly support to answer questions and resolve issues in accordance with appropriate policies and procedures.Handle confidential matters with the utmost discretion.Use independent judgment to manage workload and responsibilities, as well as solve problems.Other ad hoc administrative projects as assigned.Minimum Requirements:
Bachelor degree and at least 2-5 years of experience working directly with an executive.Experience supporting multiple senior executives is preferred.Must be proficient with Outlook calendars, Microsoft PowerPoint, Word, Excel, and other MS Office software.BWH is an Affirmative Action Employer. By embracing diverse skills, perspectives, and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.
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