Executive Assistant

3 weeks ago

Newton, United States Partners Healthcare System Full time

Job Summary:

The Executive Assistant is a strong representative of the Department of Surgery, working in alignment with the mission of the Department. He/She is organized, polite, and is a true team player. He/She provides support to establish an efficient working environment for the Chair and NWH Director of Women in Medicine, promoting good communication and rapport with all department faculty and staff, patients, and other hospital personnel, exercising independence and dependability, excellent judgment, and experience to ensure the efficient and effective provision of services and the timely completion of projects.

Department Administration:

* Assists with coordination of the operations of the Department of Surgery. Responsibilities include coordinating high level strategy and core functions of the Department, under direction of the Chair of Surgery, Associate Chairs of Surgery, and Administrative Director of Surgery. Supports the Department leadership team for all administrative tasks. Must be able to communicate effectively with hospital personnel, committee members, medical staff, community leaders, and other members of our team.
* Handles information which may be of a confidential and/or sensitive nature.
* Responsible for providing secretarial/administrative support to the Chair of Surgery (who oversees several surgical subspecialties), Associate Chairs of Surgery, and Administrative Director of Surgery such as scheduling meetings and coordinating the Chair's daily schedule.
* Coordinates, facilitates, and arranges the scheduling of internal and external meetings for Chair and other department leaders, including scheduling conference rooms, planning for audio/visual equipment, arranging for catering, coordinating times, and sending invites, tracking attendance, and taking minutes as needed. Provides necessary agenda materials. May attend committee or other meetings as deemed appropriate by Department leadership, taking and preparing minutes as necessary.
* Prioritizes individual work requirements to optimize daily operations including but not limited to: the overall smooth day to day administrative operation of the office to include serving as liaison between the Chair and the Hospital community, patients and visitors. Duties include greeting, directing and/or assisting internal and external customers. Will assess and prioritize customer needs and direct appropriately.
* Will draft, edit, and prepare written communications (documents, letters of recommendation, presentations) as necessary. Some of these communications may be time sensitive. Assists Chair with preparation of annual departmental report and a variety of presentations.
* Assists department leadership with on-boarding of new physicians, including maintaining and updating on-boarding checklist, and providing support with obtaining ID badges, parking passes, etc.
* Works collaboratively with the MSO on matters related to providers in the department, and helps Chair prepare recommendation letters and arranges for necessary interviews.
* Responsible for basic office management: copying, collating, and faxing/scanning/emailing various correspondence, reports, and other materials. Relaying messages and/or information appropriately. Retrieving, sorting, prioritizing incoming and outgoing mail. Stocking inventory and ordering supplies, as needed.
* Initiates, coordinates, and prepares purchase orders, work orders, check requests, and conference registrations, as necessary. Processes expense reports.
* Organize's Chair's travel schedule and reimbursements.
* Creation and maintenance of databases and spreadsheets for tracking and recording of necessary data. Organizing and maintaining files, confidential records, logs and other systems; retrieve files as needed. Develop and maintains systems to assure accurate, confidential and retrievable information.
* Provides and/or coordinates administrative support for special projects as assigned.
* Works collaboratively with other assistants to ensure full-time support coverage.
* Acts as timekeeper for specific personnel as needed.

Education Program Coordination:

* Coordinates CME programs, including facilitation of Continuing Professional Development (CPD) approval in timely fashion: ensures that CME is available as appropriate and coordinates to ensure attendees can obtain CME. Includes lectureships and any travel arrangements as needed.
* Provides coordination and administrative support for Tufts Medical School student program at NWH and MGH resident and transitional year programs. Support includes but is not limited to scheduling interviews, orientations, dinners, lectures, lunches, and other scheduling.
* Coordinates weekly educational talks, including confirmation of speakers, maintenance of schedule, organization of invitations and arrangement for travel and presentation materials, and communication of annual calendar to attendees.

Hospital Level Administration:

* Supports Chair's hospital leadership role in Women in Medicine at Newton Wellesley Hospital. The program develops leadership opportunities, wellness programs, and networking events for female physicians, students, and trainees across the NWH community. This work includes project management, marketing, internal communication, and a high degree of teamwork with NWH administrative personnel.
* Responsible for staffing and facilitating the NWH OR Executive Committee and NWH OR Committee, which meet at least weekly and is the decision-making committee regarding OR block time for all disciplines. Projects may emerge from this role, including data collection and analysis, communication tasks, and other follow ups.

Education:

Bachelor's Degree desired

Experience:

* Minimum of 5 years of office experience with demonstrated support of leadership roles; prior healthcare experience preferred.
* Must have excellent administrative skills, highly proficient with Microsoft Office applications and project coordination experience.
* Position requires strong skills in the following areas: organization, attention to detail, discretion and strong/written verbal communication, and impeccable customer service.
* Position requires independent judgment and decision making.

Knowledge and Skills:

* Proficient use of Microsoft Office applications required (Outlook, Excel, PowerPoint, Zoom, Forms, Visio, Project).
* Excellent interpersonal, organizational, and communication skills required i.e., ability to communicate effectively with Hospital Personnel, nursing staff, medical staff, unit coordinators, other health care professionals, and patients.
* Ability to handle information that may be of confidential and/or sensitive nature.
* Promotes CAREFIRST environment. Ability to work with minimum supervision and ability to troubleshoot independently.

  • Executive Assistant

    4 days ago

    Newton, United States Ascendo Full time

    Position Overview:If you have effective office operation experience, this hybrid Executive Assistant opportunity is for you! The Executive Assistant will be responsible for managing calenders, handling logistics, preparing documents, conducting research, and coordinating meetings. Responsibilities of the Executive Assistant:Provide high-level executive...

  • Executive Assistant

    4 weeks ago

    Newton, United States The Hire Full time

    The Hire is a people-first, talent acquisition partner that provides progressive companies with a high-touch experience to attract, hire, engage and retain top performers. We help organizations navigate the continual tide of change by aligning their people strategy with their business strategy to drive favorable outcomes.Executive AssistantNewton, MALong...

  • Executive Assistant

    1 week 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...

  • Elementary Executive Assistant

    4 weeks ago

    Newton, United States Newton Public Schools Full time

    The purpose of this position is to assist the Elementary School Principal in the daily operations of the school. Performs a wide variety of complex secretarial and administrative duties under broad supervision of the Principal. Work requires initiati Executive Assistant, Executive, Processing, Assistant, Operations, Customer Service

  • Executive Administrative Assistant

    3 days ago

    Newton, United States Glass Meadows Full time

    Job DescriptionJob DescriptionGlass Meadows Inc.Executive Administrative Assistant Company Overview At Glass Meadows, Inc. our mission is to cultivate the highest quality cannabis products that provide safe, effective, and consistent experiences for our customers. We are committed to sustainable and responsible cultivation practices. We are a young company...

  • Executive Assistant Office Manager

    1 month ago

    Newton, United States The Storick Group Full time

    Job DescriptionJob DescriptionWe are looking to hire an Executive Assistant Office Manager to join our team! You will be responsible for overseeing the administrative activities of the organization.Responsibilities:Manage records and informationPlan and maintain work facilitiesProvide administrative assistance to management teamEncourage and improve...

  • Executive Assistant-NCE

    4 weeks ago

    Newton, United States Newton Public Schools Full time

    This position is part of the NCE Operations Team and performs a wide variety of complex secretarial and administrative projects to ensure effective and efficient daily operations of NCE programs. Work requires initiative and independent judgment in t Executive Assistant, Operations, Executive, Customer Service, Processing, Admin Assistant, Technology

  • Executive Assistant to CEO

    3 days ago

    Newton Center, United States ELAINE CONSTRUCTION Full time

    About Elaine - We are a fourth-generation family owned Constuction firm our employees are loyal, hardworking, friendly and driven. We deliver the best in class by serving our clients in a collaborative and efficient way. You are: Bright, helpful, organized, have a sense of urgency and are cheerful and confident and able to handle it...

  • Executive Director

    2 days ago

    Newton, United States Benchmark Senior Living: Home Office Full time

    Joining the Benchmark Senior Living team means putting your passion to work. Our associates feel a sense of belonging with the care that they provide, empowered by the open and reliable team that surrounds them. Our diverse and skilled workforce takes immense pride in a shared commitment: a devotion to providing caring and dedicated service. In our...

  • Executive Assistant

    1 month ago

    Newton, United States Newton Public Schools Full time

    JobID: 4889 **Position Type**: Secretarial/Secretary**Date Posted**: 4/24/2024**Location**: Newton North High School **Department**: **Athletics and PE, Health and Wellness Departments** **Job Title**: **Executive Assistant** **FLSA Status**: **(Exempt/Non-exempt)** **NESA (Grade 3)** **Reports to**: - Athletic Director/PE, Health and Wellness...

  • Executive Director

    23 hours ago

    Newton, MA, United States CLevelCrossing Full time

    **MEMBERS ONLY**SIGN UP NOW***. , the leading scientific research organization dedicated to uncovering the links between chemicals in the everyday environment and women’s health, especially the development of breast cancer, seeks a visionary, energetic, and passionate leader to serve as its next Executive Director (ED). Since its founding in 1994, Silent...

  • Executive Assistant

    4 days ago

    Newton, United States Newton Public Schools Full time

    Accounts Payable Job Title: Accounting Assistant - Grade 3 FLSA Status: (Exempt/Non-exempt) NESA-Grade 3 Reports to: Director of Business Operations In compliance with state and federal laws, newton public schools is committed to equity, anti-racism and a nondiscrimination policy for students, employees and prospective applicants. All educational and...

  • Executive Assistant-NCE

    4 days ago

    Newton, United States Newton Public Schools Full time

    Department: Athletics and PE, Health and Wellness Departments Job Title: Executive Assistant FLSA Status: (Exempt/Non-exempt) NESA (Grade 3) Reports to: Athletic Director/PE, Health and Wellness Department Chair GENERAL DESCRIPTION (1-3 LINES DESCRIBING ROLE): The purpose of this position is to perform moderately complex to complex secretarial, clerical,...

  • Customer Service

    24 hours ago

    Newton, United States Qood Full time

    **Customer Service (Client Relations Executive)** benefits: health & wellness benefits training opportunities outlet location(s): Newton, Downtown Core, Outram job description Roles and Responsibilities Perform basic front desk duties like attending to walk in customers, answering email, phone or appointment booking enquiries in a professional manner Handle...

  • Assistant Director, Undergraduate Admissions

    1 week ago

    Newton, United States Boston College Carroll School of Manageme Full time

    Job Description The Assistant Director, Undergraduate Admissions performs a variety of duties related to undergraduate admissions, enrollment, and financial aid throughout the lifecycle for prospective WCAS students. The individual counsels students at all points of the enrollment funnel, and is a main point of contact for Woods undergraduate and...

  • Accounting Assistant

    5 days ago

    Newton, United States Newton Public Schools Full time

    Department: Principal's Office - Elementary School Job Title: Executive Assistant - Elementary School FLSA Status: (Exempt/Non-exempt) Exempt; NESA Grade 4A Reports to: Elementary School Principal In compliance with state and federal laws, newton public schools is committed to equity, anti-racism and a nondiscrimination policy for students, employees and...

  • Program Assistant

    1 day ago

    Newton, United States The Second Step Full time

    **Background**: The Second Step (TSS) seeks to break the cycle of domestic violence, one family at a time, by providing services to individuals and families that enable them to remain free from abusive relationships and live successful lives. Those individuals and families who enter our program have successfully taken the first step away from domestic...

  • Assistant General Manager, Director

    4 days ago

    Newton, United States Bloomingdale's Full time

    Newton, MA, United StatesFull time Schedule$110,760-$184,680Annually** based on job, location, and scheduleAbout: Bloomingdale’s makes fashion personal and fun, aspirational yet approachable. Our mission is to guide and inspire our customers to make style a source of creative energy in their lives. We will always strive to make Bloomingdale’s like no...

  • Physical Therapist Assistant

    5 days ago

    Newton, United States Powerback Rehabilitation Full time

    Physical Therapist Assistant Key information:Title: Physical Therapist AssistantLocation/work environment: In facilityReporting structure: Reporting to Director of Rehab About the jobAs a Physical Therapist Assistant, you help patients get well. You are the person who can bring their power back. In doing this, you will implement physical therapy programs...

  • Administrative Assistant Ii

    4 weeks ago

    Newton, United States Atrius Health Full time

    **Administrative Assistant II** - (122738) Atrius Health is a nonprofit healthcare leader delivering a system of connected care that enables us to know our patients better so that we can serve them well. Across 32 clinical locations, more than 50 specialties and 825 physicians, we provide proactive, customized care to more than 720,000 adult and pediatric...