Executive Assistant

4 weeks ago

Newton, United States Partners Healthcare System Full time

This position is hybrid Work remote 1 day a week

Responsible for providing administrative support of the Chief Nursing Officer/SVP of Patient Care Services & Senior Director of Finance. Highly visible role which serves as the first point of contact for key information and issues being brought to the attention of the Chief Nursing Officer and Senior Director of Finance. Maintains a highly responsive relationship with his/her executive to ensure the effective management of their schedule and meetings.

Demonstrate the ability to effectively set priorities, make decisions and work in a fast-paced environment. Must be competent, self-motivated, and able to work independently receiving minimal supervision and guidance. Demonstrates proficiency in using Microsoft Word, Excel, Outlook, and PowerPoint and ability to quickly learn other information systems used within the institution. Works professionally with co-workers, customers, and other Mass General Brigham affiliates.

Essential Functions Include:

* · Heavy calendar management coordinating and scheduling high volume of internal and external meetings and appointments.
* Prepares necessary meeting materials including agenda items, conference room, audio visual and catering services. Attend meetings with Executive, administers the meeting via Zoom or Microsoft Teams, manages PowerPoint presentations, and takes meeting minutes throughout the duration of the meeting.
* Meet regularly with his/her executive concerning assignments, meetings, and related problems. Keep them informed of schedule of appointments, project progress and department problems and needs.
* Familiarity and understanding of the protocol for visits with major entities such as Department of Public Health, Joint Commission and Massachusetts Nursing Union.
* Must be flexible to meet the needs of the department when working on special or high priority projects and when volume of work is temporarily increased.
* Must be able to communicate effectively with hospital personnel, board members, community leaders, other health care professionals, and patients.
* Types, transcribes, word processes, copies, collates, and various correspondence, reports, minutes, legal documents, and other materials.
* Excellent working knowledge of MS Office Suite; including MS Teams, Word, Excel, and PowerPoint.
* Reconciles monthly expenses for corporate credit card in accordance with Mass General Brigham Healthcare policies.
* Screens and reviews written communications, initiates action as needed and/or researches and provides information to assist our Senior Leadership Team.
* Handles information which may be of a confidential and/or sensitive nature.
* Drafts and edits written communications as necessary.
* Organizes, maintains, and updates administrative files, records, logs, databases, etc.
* Coordinates, facilitates, and arranges the scheduling of internal and external meetings and appointments. Provides necessary agenda materials and arranges for conference room, audio visual, and telecom needs, as well as catering services, as required.
* May attend committee or other meetings as deemed appropriate by member of the Executive Team, taking, and preparing minutes as necessary.
* Greets, escorts, directs, and/or assists visitors, patients, hospital personnel, administrative personnel, board members, and patients.
* Answers the telephone and gathers screening information; takes and relays and manages messages and/or provides routine information as necessary.
* Picks up and delivers incoming/outgoing mail - opens, sorts and prioritizes as needed.
* Maintains/updates professional memberships and subscriptions as required.
* Maintains the scheduling of the conference room and board room in the Administrative Department.
* Prepares forms, requisitions, and orders supplies as necessary.
* Collaborates with other hospital Administrative Assistants, especially those within the Administration Suite
* Code and deposit checks to the hospital cashier
* Assumes additional responsibilities as requested.

Education

* Bachelor's or Associate's Degree preferred

Experience

* 3-5 years of executive assistant level experience (combinations of relevant experience/training will be considered)

Knowledge & Skills

* Excellent administrative skills
* Strong computer skills, including Microsoft Office Suite
* Excellent interpersonal skills
* Project coordination experience
* Ability to work well with all levels of management, staff, clients, and vendors
* Sensitivity to confidential matters is required
* Ability to be flexible, highly organized, and thoughtful in a fast paced, complex teaching hospital environment

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