Executive Assistant

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.

Essential Functions:

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. Updates Chair's CV as needed. 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.
* Maintains copies of on call schedules, as determined by the Chair.
* 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 Kronos 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.

Qualifications:

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.

Physical Standards of Job Description:

* Constantly - 75% or more of the worker's time is spent in the activity
* Frequently - 25% to 75% or more of the worker's time is spent in this activity
* Occasionally - 5% to 25% or more of the worker's time is spent in this activity
* Rarely - under 5% or more of the worker's time is spent in the activity
* N/A - not applicable