Job Description

POSITION SUMMARY :

The Executive Assistant (EA) provides direct executive support to the BMCHS COO, and CNO. The role involves handling of sensitive and confidential information, meeting scheduling and preparation, providing project coordination support, and interacting with other EAs of executive officers for the system, as well as partnering with the EAs of, and members of BMCHS system wide leadership team members, and management personnel inside and outside of the organization. The Executive Assistant must be able to act independently and with limited supervision to maintain administrative processes, maintain a professional demeanor and flexibility as job demands require, have the ability to manage multiple projects, deadlines, and other priorities as they change continually.

Position: Executive Assistant       

Department: Administration

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

• Provides executive administrative support to a Department Chair, Executive Director or Vice President and other department senior leaders, including, but not limited to: scheduling appointments, scheduling meetings, taking meeting notes, following up on meeting-generated tasks, preparing documents and slides using PowerPoint, Excel and Microsoft Word.   
• Composes high level correspondence and memoranda independently and with professional quality. Edits and proofreads all written materials and verifies the validity of data and documents contained in all reports prior to submission. 
• Analyzes, categorizes, prioritizes and distributes mail. May initiate responses for Chief’s review and/or complete and send out responses on his/her behalf, as per established protocols.
• Maintains Chief’s calendar up-to-date; coordinates vacation, schedules meetings and appointments with particular attention to preventing scheduling conflicts.  
• Makes registration and travel arrangements; makes hotel reservations; provides written itineraries for all travel plans.
• Schedules meetings, tracks responses; coordinates audio-visual and technology requirements, orders catering services, etc., as needed.  Prepares information packages for meetings, and distributes. Takes and prepares minutes of meetings, as required. Ensures that minutes and other written documents are accurate and professional.  
• Follows up with managers, to ensure adherence to project and tasks deadlines.
• Manages invoices and accounts payable for the department.  Manages subscriptions. Assists with monitoring departmental budget and account balances.
• Monitors and maintains inventory of office supplies and equipment.  Purchases supplies as needed and stays within established budget. Keeps office equipment in working order and contacts IT or service provider, as necessary, for repairs or replacements.
• Evaluates, develops and revises administrative systems in order to improve efficiency. 
• Handles telephone calls in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate disposition.  
• Creates reports, spreadsheets, charts, presentations or other correspondence requested.
• Performs office related duties such as maintaining departmental files, manuals and records; picking up mail, categorizing and delivering mail, storing and distributing office supplies, handling faxes, scanning, filing, photocopying collating materials, maintaining the update of policy manuals, etc.
• Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital matters.
• Acts as a liaison with external customers to ensure efficient communications. 
• Conducts online and other types of research
• Performs other duties as assigned or as necessary.

JOB REQUIREMENTS

KNOWLEDGE, SKILLS & ABILITIES

• Ability to communicate clearly and professionally with internal and external stakeholders, including hospital staff and partner organizations.
• Ability to organize and coordinate work activities, including managing multiple tasks, setting priorities, and meeting established deadlines.
• Skill in producing clear, accurate written materials and delivering verbal information effectively.
• Ability to apply critical thinking to identify issues, evaluate options, and make decisions within defined guidelines.
• High Proficiency in Microsoft Office applications, including Word, Excel, Access, and PowerPoint.

REQUIRED EDUCATION AND EXPERIENCE:

• Bachelor’s Degree and at least 3 years experience in related field. 

PREFERRED EDUCATION AND EXPERIENCE:

• At least 1 year professional work experience with project management, data management, policy research, non-profit fundraising, or related experience

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 market-competitiveness. In 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

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. 

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