Executive Assistant to the CEO

Provides exceptional executive support to the Chief Executive Officer of Boston Medical Center Health System as a key member of the Office of the CEO team. Supports the CEOs daily operations through complex calendar management meeting and event logistics travel coordination and preparation of confidential materials. Serves as a key point of contact and liaison between the Office of the CEO and a broad range of internal and external stakeholders including the Board of Trustees executive leadership physicians donors community partners government officials and other key constituents. Demonstrates outstanding organizational skills professionalism discretion and judgment while managing sensitive information competing demands and evolving priorities in support of the CEO and BMC Health Systems mission.

Position: Executive Assistant to the CEO

Department: Strategic Plan

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

Administrative & Office Support

• Provides comprehensive executive support to the Chief Executive Officer and key departmental leadership including managing complex calendars scheduling meetings and appointments coordinating follow-up on action items preparing executive correspondence reports presentations and briefing materials and ensuring the efficient operation of the Office of the CEO. Work in close coordination with members of the Office of the CEO and other executive support staff in a high-pace dynamic environment using collaborative project management software
• Maintains the CEOs calendar with a strategic lens exceptional attention to detail proactively managing competing priorities preventing scheduling conflicts and ensuring appropriate preparation for meetings and engagements.
• Serves as a professional representative and ambassador of the Office of the CEO when interacting with Board members physicians patients donors executive leadership hospital staff community partners and other internal and external stakeholders. Receives and directs visitors responds to inquiries and exercises sound judgment and discretion in handling requests and communications.
• Set up meetings involving meetings of the executive leadership team including ensuring that materials are prepared in advance and setting up (and troubleshooting) the necessary technology.
• Manages telephone calls and executive communications with professionalism and courtesy independently determining the nature and priority of requests and initiating appropriate action. Responds to routine and non-routine inquiries both verbally and in writing in accordance with established protocols.
• Coordinates domestic travel arrangements including transportation hotel accommodations registrations and detailed travel itineraries.
• Handles highly sensitive and confidential written electronic and verbal communications involving executive leadership Board governance personnel matters philanthropy strategic initiatives and organizational operations with the highest degree of professionalism and discretion
• Special Projects Support
• Recommends and implements improvements to administrative processes systems policies and workflows to enhance the efficiency and effectiveness of the Office of the CEO and departmental operations while ensuring compliance with organizational and regulatory requirements.
• Ensures that executive communications including correspondence donor acknowledgements emails and other written materials are accurate consistent and aligned with organizational standards.
• Plans organizes and coordinates executive meetings Board meetings and special events including scheduling conference room reservations audiovisual support catering agenda preparation meeting materials attendance tracking meeting minutes and follow-up on action items.
• Maintains office equipment and supplies coordinates vendor and IT support as needed and ensures the efficient operation of the executive office environment.
• Serves as a liaison between the Office of the CEO and internal departments affiliated organizations vendors community partners and external stakeholders to facilitate effective communication and collaboration.
• Maintains confidential records in accordance with HIPAA regulations and organizational privacy security and compliance standards.

JOB REQUIREMENTS

EDUCATION:

• Bachelors Degree or equivalent combination of training and experience.

EXPERIENCE:

• Minimum 5 years experience in progressively more responsible positions in office administration.

KNOWLEDGE AND SKILLS:

• Superior verbal/written English communication skills including excellent grammatical editing and proofreading skills
• Highly proficient with Microsoft Office applications (i.e. MS Word Excel Access PowerPoint Outlook) and web browsers
• Ability to work independently and exercise independent judgment
• Excellent interpersonal skills necessary to be socially perceptive in accepting and relaying confidential information communicating policies and procedures and interacting effectively with a variety of Medical Center personnel and outside personnel
• Ability to work collaboratively with colleagues
• Strong problem solving skills
• Proven ability to work with confidential information

Compensation Range:

This range offers an estimate based on the minimum job qualifications. However our approach to determining base pay is comprehensive and a broad range of factors is considered when making an offer. This includes education experience skills and certifications/licensures as they directly relate to position requirements; as well as business/organizational needs internal equity and addition BMCHS offers generous total compensation that includes but is not limited to benefits (medical dental vision pharmacy) discretionary annual bonuses and merit increases Flexible Spending Accounts 403(b) savings matches paid time off career advancement opportunities and resources to support employee and family well-being.

NOTE: This range is based on Boston-area data and is subject to modification based on geographic location.

Equal Opportunity Employer/Disabled/Veterans

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