Executive Assistant

4 days ago

Boston MA United States St. Elizabeth's Medical Center Full time

St. Elizabeth's Medical Center, part of Boston Medical Center Health System (BMCHS), is seeking a strategic, collaborative, and execution-oriented Executive Assistant.


The Executive Assistant role provides comprehensive administrative support, 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 other stakeholders. Exceptional organizational and communication skills are a must. Given the nature of handling highly confidential and proprietary information, sound business judgment 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:

  1. 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.

  2. Correspondence and communication: Manages incoming and outgoing communications by composing and preparing correspondence; handles inquiries with professionalism and discretion.

  3. Travel arrangement: Plans and coordinates travel including developing itineraries, submitting event registrations, and managing logistics. Ensures travel plans align with business objectives.

  4. 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.

  5. 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.

  6. 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.

  7. 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 speaking manner; determines the nature of all calls and initiates an appropriate response.

  8. Evaluates, develops, and revises administrative systems in order to improve efficiency.

  9. 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 of 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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