Boston Medical Center
Executive Assistant
Boston Medical Center, Boston, Massachusetts, us, 02298
Boston Medical Center Health System (BMCHS) is seeking a strategic, collaborative and execution-oriented Executive Assistant to support two System executives, the Chief Transformation Officer and the Vice-President of Strategic Programs.
About Boston Medical Center (BMC)
As an employer, Boston Medical Center is one of a kind—delivering the benefits of well-regarded institutions with the innovative spirit found in smaller organizations. BMC is a leading academic medical center with a deep commitment to health equity and a proud history of serving all who come to us for care. BMC provides high-quality healthcare and wrap around support that treats the whole person, extending beyond our physical campus into our vibrant and diverse communities. This ranges from food and transportation all the way to economic mobility initiatives including jobs and financial literacy. The work does not stop there. Behind the scenes, BMC is a proud advocate for social, racial and environmental justice, and engages with the community to create two-way dialogues to best inform our work. BMC is advancing medicine, while training the next generation of healthcare providers and researchers as the primary teaching affiliate of Boston University Chobanian & Avedisian School of Medicine.
The Executive Assistant role provides comprehensive administrative support to three key System leaders, managing daily business operations, communications and coordination both internally and externally. We seek a collaborative team player who is proactive, detail-oriented, and highly accountable. A high degree of professionalism is essential, as this individual will engage with senior leaders internally, as well as with Board members, government officials, and other stakeholders. Exceptional organizational and communication skills are a must. Given the nature of handling highly confidential and proprietary information, sound business judgement and a high level of discretion are also critical.
Responsibilities:
Drives a broad variety of administrative tasks that facilitate the executives’ ability to effectively lead the organization, and their respective teams as outlined below:
Calendar management: Schedules meetings, tracks responses; maintains and coordinates each executive’s complex schedule, including meetings with internal and external stakeholders; prioritizes conflicting demands and ensures timely attendance and preparation.
Correspondence and communication: Manages incoming and outgoing communications by composing and preparing correspondence; handles inquiries with professionalism and discretion.
Travel arrangement: Plans and coordinates travel including developing itineraries, submitting event registrations, and managing logistics. Ensures travel plans align with business objectives.
Administrative support: Provides general administrative support including submitting expense and mileage reports, processing invoices, managing timecard approvals, and other ad hoc tasks as required to ensure smooth operations. Assists with troubleshooting any technical issues requiring IT support.
Meeting management: Solicits meeting materials and agendas in a timely fashion; coordinates audio-visual and technology requirements, orders catering services, prepares accurate and professional information packages for meetings and ensures timely distribution, as needed. Takes and prepares minutes of meetings, as required.
Document management: Maintains confidential documents, files, and records to ensure accurate organization, version control, and accessibility. Updates contact lists and office documentation. Designs and produces documents, reports, and presentations, as needed.
Office management: Supports the executive office floor, orders supplies, coordinates with other departments regarding logistical matters (e.g. scheduling, parking, facilities and IT requests), handles telephone calls and other correspondence (e.g. Teams, email) in a professional, courteous manner; determines nature of all calls and initiates appropriate response.
Evaluates, develops, and revises administrative systems in order to improve efficiency.
Performs other duties as assigned or as necessary.
Education:
Bachelor’s Degree in a related field is required or a combination of additional experience and training will be considered.
Experience:
Three to five years of experience in progressively more responsible positions in office administration with a high proficiency using Microsoft Office applications (OneDrive, Word, Excel, and PowerPoint). 1-2 years professional work experience with project management, data management, or related experience highly preferred.
Knowledge, Skills and Abilities:
Excellent written and verbal communication, and organizational skills
Skill interpreting Corporate and Departmental policies and procedures.
MS Office application skills (Word, Excel, PowerPoint) at the advanced level.
Ability to coalesce teams and organize schedules and meetings.
Ability to manage multiple, simultaneous, and complex tasks and projects under pressure.
Demonstrated ability to maintain confidentiality and composure under pressure.
Ability to adapt to changes as needed in a fast-paced environment.
Ability to prioritize, be resourceful and work independently with minimal supervision.
Initiative, creativity and flexibility.
Equal Opportunity Employer/Disabled/Veterans
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About Boston Medical Center (BMC)
As an employer, Boston Medical Center is one of a kind—delivering the benefits of well-regarded institutions with the innovative spirit found in smaller organizations. BMC is a leading academic medical center with a deep commitment to health equity and a proud history of serving all who come to us for care. BMC provides high-quality healthcare and wrap around support that treats the whole person, extending beyond our physical campus into our vibrant and diverse communities. This ranges from food and transportation all the way to economic mobility initiatives including jobs and financial literacy. The work does not stop there. Behind the scenes, BMC is a proud advocate for social, racial and environmental justice, and engages with the community to create two-way dialogues to best inform our work. BMC is advancing medicine, while training the next generation of healthcare providers and researchers as the primary teaching affiliate of Boston University Chobanian & Avedisian School of Medicine.
The Executive Assistant role provides comprehensive administrative support to three key System leaders, managing daily business operations, communications and coordination both internally and externally. We seek a collaborative team player who is proactive, detail-oriented, and highly accountable. A high degree of professionalism is essential, as this individual will engage with senior leaders internally, as well as with Board members, government officials, and other stakeholders. Exceptional organizational and communication skills are a must. Given the nature of handling highly confidential and proprietary information, sound business judgement and a high level of discretion are also critical.
Responsibilities:
Drives a broad variety of administrative tasks that facilitate the executives’ ability to effectively lead the organization, and their respective teams as outlined below:
Calendar management: Schedules meetings, tracks responses; maintains and coordinates each executive’s complex schedule, including meetings with internal and external stakeholders; prioritizes conflicting demands and ensures timely attendance and preparation.
Correspondence and communication: Manages incoming and outgoing communications by composing and preparing correspondence; handles inquiries with professionalism and discretion.
Travel arrangement: Plans and coordinates travel including developing itineraries, submitting event registrations, and managing logistics. Ensures travel plans align with business objectives.
Administrative support: Provides general administrative support including submitting expense and mileage reports, processing invoices, managing timecard approvals, and other ad hoc tasks as required to ensure smooth operations. Assists with troubleshooting any technical issues requiring IT support.
Meeting management: Solicits meeting materials and agendas in a timely fashion; coordinates audio-visual and technology requirements, orders catering services, prepares accurate and professional information packages for meetings and ensures timely distribution, as needed. Takes and prepares minutes of meetings, as required.
Document management: Maintains confidential documents, files, and records to ensure accurate organization, version control, and accessibility. Updates contact lists and office documentation. Designs and produces documents, reports, and presentations, as needed.
Office management: Supports the executive office floor, orders supplies, coordinates with other departments regarding logistical matters (e.g. scheduling, parking, facilities and IT requests), handles telephone calls and other correspondence (e.g. Teams, email) in a professional, courteous manner; determines nature of all calls and initiates appropriate response.
Evaluates, develops, and revises administrative systems in order to improve efficiency.
Performs other duties as assigned or as necessary.
Education:
Bachelor’s Degree in a related field is required or a combination of additional experience and training will be considered.
Experience:
Three to five years of experience in progressively more responsible positions in office administration with a high proficiency using Microsoft Office applications (OneDrive, Word, Excel, and PowerPoint). 1-2 years professional work experience with project management, data management, or related experience highly preferred.
Knowledge, Skills and Abilities:
Excellent written and verbal communication, and organizational skills
Skill interpreting Corporate and Departmental policies and procedures.
MS Office application skills (Word, Excel, PowerPoint) at the advanced level.
Ability to coalesce teams and organize schedules and meetings.
Ability to manage multiple, simultaneous, and complex tasks and projects under pressure.
Demonstrated ability to maintain confidentiality and composure under pressure.
Ability to adapt to changes as needed in a fast-paced environment.
Ability to prioritize, be resourceful and work independently with minimal supervision.
Initiative, creativity and flexibility.
Equal Opportunity Employer/Disabled/Veterans
#J-18808-Ljbffr