Executive Assistant

Boston, NH - USA

Monthly Salary: Not Disclosed

Posted on: 27 days ago

Vacancies: 1 Vacancy

Job Summary

POSITION SUMMARY:

The Executive Assistant role provides comprehensive administrative support to four key hospital leaders 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 and externally. Exceptional organizational and communication skills are a must. Given the nature of handling highly confidential and proprietary information sound business judgement and a high level of discretion are also critical.

Position: Executive Assistant

Department: Inpatient Operations

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

Drives a broad variety of administrative tasks that facilitate the executives ability to effectively lead the organization and their respective teams as outlined below

Calendar management: Schedules meetings tracks responses; maintains and coordinates each executives complex schedule including meetings with internal and external stakeholders; prioritizes conflicting demands and ensures timely attendance and preparation
Correspondence and communication: Manages incoming and outgoing communications by composing and preparing correspondence; handles inquiries with professionalism and discretion
Administrative support: Provides general administrative support including submitting expense and mileage reports processing invoices managing timecard approvals and other ad hoc tasks as to ensure smooth operations. Assists with troubleshooting any technical issues requiring IT support
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
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
Office management: Supports the office floor orders supplies coordinate 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 nature of all calls and initiates appropriate response
Evaluates develops and revises administrative systems in order to improve efficiency
Performs other duties as assigned or as necessary

JOB REQUIREMENTS:

EDUCATION:

Bachelors 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 professional work experience with project management data management or related experience highly preferred

KNOWLEDGE AND SKILLS:

Excellent written and verbal communication and organizational skills
Skill interpreting Corporate and Departmental policies and procedures
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

Equal Opportunity Employer/Disabled/Veterans

According to the FTC there has been a rise in employment offer scams. Our current job openings are listed on our website and applications are received only through our website. We do not ask or require downloads of any applications or apps job offers are not extended over text messages or social media platforms. We do not ask individuals to purchase equipment for or prior to employment.

Required Experience:

POSITION SUMMARY:The Executive Assistant role provides comprehensive administrative support to four key hospital leaders managing daily business operations communications and coordination both internally and externally. We seek a collaborative team player who is proactive detail-oriented and highly ...

POSITION SUMMARY:

Position: Executive Assistant

Department: Inpatient Operations

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

Drives a broad variety of administrative tasks that facilitate the executives ability to effectively lead the organization and their respective teams as outlined below

Calendar management: Schedules meetings tracks responses; maintains and coordinates each executives complex schedule including meetings with internal and external stakeholders; prioritizes conflicting demands and ensures timely attendance and preparation
Correspondence and communication: Manages incoming and outgoing communications by composing and preparing correspondence; handles inquiries with professionalism and discretion
Administrative support: Provides general administrative support including submitting expense and mileage reports processing invoices managing timecard approvals and other ad hoc tasks as to ensure smooth operations. Assists with troubleshooting any technical issues requiring IT support
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
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
Office management: Supports the office floor orders supplies coordinate 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 nature of all calls and initiates appropriate response
Evaluates develops and revises administrative systems in order to improve efficiency
Performs other duties as assigned or as necessary

JOB REQUIREMENTS:

EDUCATION:

Bachelors 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 professional work experience with project management data management or related experience highly preferred

KNOWLEDGE AND SKILLS:

Excellent written and verbal communication and organizational skills
Skill interpreting Corporate and Departmental policies and procedures
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

Equal Opportunity Employer/Disabled/Veterans

Required Experience:

Key Skills

Time Management
Microsoft Office
Organizational skills
Microsoft Outlook
Microsoft Word
Personal Assistant Experience
Microsoft Powerpoint
Calendar Management
Microsoft Excel
Administrative Experience
Microsoft Outlook Calendar
Google Suite

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About Company

Boston Medical Center

Boston Medical Center (BMC) is a private, not-for-profit, 514-bed, academic medical center located in Boston’s historic South End. The hospital is the primary teaching affiliate for Boston University School of Medicine. BMC emphasizes community-based care, with its mission to provide ... View more

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