Senior Administrative Coordinator

2 weeks ago

Lawrence, Massachusetts, United States Lawrence General Hospital Full time

JOB PURPOSE:

Under the guidance of the Chief Executive Assistant, the Senior Administrative Coordinator provides essential administrative support and manages projects for designated Senior Executives as required. Collaborates closely with fellow Executive Assistants to ensure seamless office operations, equitable workload distribution, and effective project management.

This role necessitates independent decision-making, with a keen awareness of the sensitive nature of activities associated with senior leadership.

The position demands foresight in identifying critical situations and issues prior to their emergence, as well as preparing for their implications and responses.

Key competencies include outstanding organizational skills, meticulous attention to detail, and proficiency in meeting preparation, encompassing minutes and relevant materials. This individual serves as a representative of the office and the organization, thus requiring exemplary service standards, judgment, discretion, and tact. A thorough understanding of the hospital's mission, strategy, operations, and community role is essential.



DUTIES AND RESPONSIBILITIES :
Primary responsibility is to assist designated Senior Executives in the following areas:

Executive Support:
Manage complex calendars, providing assistance in scheduling and confirming all appointments and meetings, maintaining an accurate calendar, tracking attendance, and ensuring participation. Facilitate the arrangement of preparatory meetings as necessary. Coordinate logistical aspects for meetings (venue, catering if applicable, supporting documents such as resumes for interviews, etc.).
Distribute meeting notifications for Board of Trustee Committee and other meetings as required. Upload or mail materials to the Board Effect Portal (online repository) for Committee meetings as necessary.


May be requested to attend various board committee meetings to document minutes and prepare reports for the Board of Trustees' review and approval.

Responsible for special projects as assigned.
Oversee all correspondence and confidential information, often under tight deadlines. Prepare correspondence as directed.
Engage with management staff and colleagues daily, demonstrating a willingness to assist and be resourceful.
Obtain necessary signatures and distribute specified memos, letters, or data to designated staff members when appropriate.
Ensure proper filing of copies.

Meeting Coordination:
Schedule and confirm all appointments and meetings. Maintain an accurate calendar and track attendance. Ensure all logistical details are addressed (venue, catering if necessary, supporting documents such as resumes for interviews, etc.).
Attend meetings as requested by Senior Executives. Responsible for documenting minutes and actions of the team. Follow up and track actions as necessary.
Prepare requisitions for office supplies as needed.
Maintain appropriate departmental records and files to ensure prompt retrieval of information. File all correspondence, reports, etc. in the correct location.
Coordinate the duplication and collation of materials as appropriate.

Administrative Team Support:
Actively participate in team management initiatives led by the Chief Executive Assistant. Complete tasks as requested to support the team in meeting deadlines in the administrative office.
Anticipate projects required by Senior Executives and inform the Chief Executive Assistant and/or Executive Assistant of upcoming deadlines where collaborative efforts may be necessary.
Provide backup support to the Executive Admin team in the administrative office, performing all tasks as outlined.
Conduct oneself in a manner that reflects positive customer/patient relations consistently, as observed by the supervisor.
Exhibit supportive behavior and a positive attitude in fulfilling assignments.

Demonstrate timely and courteous responses to customer inquiries, showcasing a genuine interest in their well-being, as evidenced by the absence of legitimate complaints.

Always promote an open and productive flow of communication within the hospital community.

Maintain confidentiality of customer/patient and family information to foster an atmosphere of trust and comfort for customers consistently.

Serve as a resource for customers/patients and their families, as observed by the supervisor.
Perform all related duties as assigned.
Manage all incoming mail.
Screen and refer incoming calls to facilitate accurate and timely departmental communication.

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