Administrative Assistant - Case Management

Beth Israel Lahey Health•Beverly, MA

2d•$20 - $27

About The Position

Under the general direction of the Director within a non-clinical department, the Administrative Assistant performs a wide range of administrative and operational support functions that contribute to the department’s mission and goals. The role routinely handles highly confidential departmental, financial, strategic, and personnel information and exercises independent judgment within the scope of assigned responsibilities. The Administrative Assistant is the Director’s primary point of contact and liaison and demonstrates advanced proficiency in word processing, spreadsheet management, and presentation development. The position supports general department operations, meetings, projects, special initiatives, scheduling, financial processing, travel arrangements, correspondence, document preparation, confidential information management, staff training coordination, onboarding, and compliance activities. It also serves as a resource and mentor to other administrative support staff and supports organizational quality improvement and customer service efforts.

Requirements

High school diploma or equivalent.
At least two years of experience providing administrative support to organizational leadership, such as a Manager, Director, or equivalent role.
Flu vaccination is required as a condition of employment.
No licensure, certification, or registration is required.

Nice To Haves

Specialized training in office software, business applications, or administrative systems.

Responsibilities

Serve as a primary point of contact between the Director, internal departments, and external stakeholders.
Provide administrative support for meetings, projects, and special initiatives.
Establish, maintain, and improve efficient office systems and processes.
Manage and maintain the Director’s internal and external calendars and schedules; identify conflicts and notify the Director of changes.
Accompany the Director to meetings as needed and provide administrative support.
Gather departmental data and prepare reports, presentations, and other materials as directed.
Maintain electronic and paper filing systems, departmental rosters, distribution lists, and contact information.
Complete special assignments and support organizational initiatives as assigned.
Prioritize, manage, and follow through on calls and requests to resolution; receive, relay, and communicate information according to established guidelines.
Respond to inquiries using sound judgment and departmental protocols; screen and route incoming calls, correspondence, visitors, and inquiries.
Prepare and process purchase orders, invoices, travel reimbursements, petty cash requests, and related documentation in accordance with organizational policies.
Provide guidance as a departmental resource on financial and administrative processes, documentation, and submission procedures.
Assist the Director with budget-related activities as assigned.
Coordinate meetings, including scheduling attendees, reserving meeting space, arranging audiovisual equipment, preparing and distributing materials, and tracking attendance.
Coordinate the Director’s travel and lodging arrangements.
Handle confidential departmental budget, strategic planning, and personnel information on a need-to-know basis; process and maintain sensitive employee records and protect confidential information in accordance with organizational policies.
Compose, edit, proofread, and distribute correspondence, reports, meeting minutes, and other business documents; create and edit presentations.
Serve as a resource and mentor to other administrative support staff.
Coordinate registration, invoicing, travel arrangements, and logistics for staff attending approved training programs and conferences.
Assist with onboarding and orientation activities for new employees.
Support compliance activities, annual mandatory education requirements, performance appraisal processes, competency assessments, and related data entry.
Maintain adherence to confidentiality policies and organizational policies and procedures; incorporate the organization’s mission, vision, values, and guiding principles into daily activities.
Demonstrate professional and behavioral standards and foster courteous, respectful, and effective relationships with colleagues, patients, and stakeholders.
Participate in departmental and organizational quality improvement initiatives and support customer service and satisfaction standards.
Complete required education, training, and compliance requirements.
Perform other duties as assigned to support departmental and organizational needs.