Executive Assistant I - Ophthalmology

Tufts Medicine•Boston, MA

1d•Hybrid

About The Position

This role focuses on providing administrative and business support to the organization in order to achieve operational goals. It involves performing general administration duties such as producing documents, collecting, recording, sorting and filing information, handling mail, preparing routine reports, making travel arrangements, arranging appointments, responding to inquiries, data entry, and operating office equipment. This is a professional individual contributor role that may direct the work of other lower-level professionals or manage processes and programs, using specialized knowledge typically acquired through advanced education. It is an entry-level role applying broad theoretical job knowledge, with work closely supervised, problems not typically difficult or complex, and involves explaining facts, policies, and practices related to the job area. The position requires expert-level administrative support and project management skills to assist a leader of a major corporate function, handling confidential and complex assignments involving information of strategic importance. The Executive Assistant I relieves the executive of complex details and advanced administrative duties, requiring considerable discretion, judgment, tact, and diplomacy due to high-level contacts. Responsibilities include day-to-day scheduling, meeting coordination, and project implementation. The role serves as a liaison to board-level volunteers, physician, and executive leaders in support of departmental activities, and plays a principal role in scheduling and coordinating agendas, projects, and schedules.

Requirements

Bachelor's Degree AND Two (2) years of administrative experience OR; Associate's Degree AND Four (4) years of administrative experience OR; High School Diploma AND Six (6) years of administrative experience.
Ability to manage multiple, simultaneous tasks and prioritize according to established criteria and protocols.
Good organizational and communication skills, both verbal (in-person and with telephone phone) and written in English.
Good computer skills using Microsoft office including Outlook, Excel, and PowerPoint.
Ability to write and spell in English to ensure accurate message taking.
Excellent interpersonal skills are required and changing deadlines and the adaptability to change required.
Ability to work under pressure and changing deadlines and the adaptability to change required.
Ability to visualize the big picture independently with minimal supervision and direction.
Excellent proofreading skills.
In-depth understanding of office management and daily operations.
Working knowledge of office equipment, such as printers and fax machines.
Highly resourceful team player who can effectively work with staff and senior level managers.

Responsibilities

Produces correspondence, memos, and reports from dictation, drafts, models, etc., editing material for grammar, spelling, format, and high-quality presentation and style, and prepares high-quality presentation graphics.
Expedites the volume production of special reports, brochures, annual reports, manuals, etc., coordinating efforts with Marketing/Communications, executive offices, and outside vendors to assure production schedules are met.
Attends meetings of committees/boards composed of executives from the voluntary sector in the capacity of recording secretary.
Composes or selects letters based on supervisor’s general instructions and responds to routine inquiries.
Arranges a wide variety of inside and outside meetings, special events, and activities, prioritizing events for the most efficient use of available time, and makes travel arrangements for extended trips and groups.
Coordinates large, complex internal and external meetings, seminars, and similar events, and coordinates production of meeting agendas.
Communicates with a wide variety of high-level executives and officials to exchange critical or sensitive information and expedite matters on behalf of superior, monitoring progress on important matters and following up to ensure disposition. Assignments involve work of a complex and confidential nature, necessitating exposure to highly sensitive information, and requiring considerable discretion, judgment, tact, and diplomacy.
Receives phone calls and messages, provides informed interpretation on procedures and policies to high-level internal and external customers, and refers matters to appropriate executive, function, or department.
Provides assistance with administrative processes associated with the department or function.
Expedites a wide variety of highly sensitive administrative matters requiring a basic understanding of hospital policies and operational issues.
Processes and follows up to expedite office administrative paperwork, such as purchase requisitions, employment requisitions, employee time sheets, expense vouchers, etc.
Follows up with a variety of personnel within and outside of the organization to ensure timely completion.
Provides guidance to departmental personnel in hospital administrative policies and procedures.
Prepares and manages the departmental operating budget, monitoring expenditures against the budget and reporting significant variations.
Independently performs assigned portions of highly sensitive projects, determining sources and method of obtaining information, data requirements for assigned information, as well as analytical techniques, and prepares reports and recommendations for action by superior.
Prepares reports using statistical or financial tables, which may involve the development of original formats of graphs and charts for meaningful presentation of data.
Uses standard and internet/information research skills.
Sets up and maintains files and records of extremely sensitive, confidential information, ensuring efficient retrieval.
Utilizes database applications software, maintains reports appropriate to informational needs, and arranges and maintains information, developing and producing a variety of reports.
Ensures adequate inventory of office supplies and basic maintenance of office equipment, and coordinates the timely repair of office equipment.
Ensures basic setup and maintenance of office personal computers and associated equipment, and ensures timely service.
Uses typical applications software used: word processing, spreadsheet, presentation graphics, and database, and additional applications software such as for project management, scheduling, budgetary control, etc.
Performs miscellaneous clerical duties: collate, sort, fax, file, distribute, and retrieve documents and mail, and records and relays phone messages.
Participates in performance improvement initiatives and demonstrates the use of quality improvement in daily operations.
Ensures compliance with health and safety requirements and with regulatory agencies such as DPH, etc.
Ensures compliance with established hospital policies, quality assurance programs, safety and infection control policies and procedures.
Maintains collaborative team relationships with peers and colleagues in order to effectively contribute to the working group’s achievement of goals, and to help foster a positive work environment.