Executive Assistant II, Department of Medicine

Tufts Medicine•Boston, MA

4d•$60,908 - $76,140•Onsite

About The Position

The Executive Assistant II provides administrative support and serves as the office coordinator for the Department of Medicine. The role provides expert-level administrative support and project management to a leader of a major corporate function, handling complex and confidential assignments and information of strategic importance. It relieves the executive of complex details and advanced administrative duties, using discretion, judgment, tact, and diplomacy in high-level contacts. The role independently researches assigned problems, determines data requirements and analytical methods, and prepares reports and recommendations. It coordinates scheduling, meetings, agendas, projects, and departmental activities, and serves as a liaison to board-level volunteers, physician leaders, and executive leaders. The position is based onsite at Tufts Medical Center in Boston at least four days per week. The schedule is 40 hours per week, 8:00 AM to 4:30 PM, with after-hours work potentially required depending on departmental needs.

Requirements

Associate degree and five years of progressively responsible secretarial or administrative experience, or bachelor's degree and three years of progressively responsible secretarial or administrative experience.
Ability to manage multiple simultaneous tasks and prioritize according to established criteria and protocols.
Good verbal and written communication skills in English, including accurate message taking and spelling.
Good computer skills, including Microsoft Outlook, Excel, and PowerPoint.
Excellent interpersonal skills and adaptability to changing deadlines and requirements.
Ability to work under pressure and adapt to changing deadlines and requirements.
Ability to understand the big picture and work 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.
Ability to work effectively with staff and senior-level managers as a resourceful team player.
Ability to use typical office applications and database software; familiarity with project management, scheduling, or budgetary-control applications as applicable.

Responsibilities

Produce and edit correspondence, memos, minutes, reports, and presentation graphics to ensure accurate, high-quality presentation.
Coordinate production of special reports, brochures, annual reports, manuals, and similar materials with internal teams and outside vendors.
Attend committee and board meetings as recording secretary.
Coordinate departmental meetings, including scheduling, booking conference lines, sending calendar invitations, and distributing meeting materials.
Arrange internal and external meetings, special events, activities, and travel, including extended trips and group travel.
Coordinate complex meetings, seminars, and similar events, including preparation of agendas.
Communicate with senior executives and officials to exchange sensitive information, expedite matters, monitor progress, and follow up on important issues.
Greet and direct visitors; screen visitors and telephone calls, handle routine inquiries, and route other inquiries appropriately.
Assist with department-level administrative processes and expedite sensitive administrative matters.
Process and follow up on administrative paperwork, including purchase and employment requisitions, timesheets, and expense vouchers.
Follow up with internal and external personnel to ensure timely completion of work and provide guidance on hospital administrative policies and procedures.
Prepare and manage the departmental operating budget, monitor expenditures, and report significant variations.
Independently complete assigned portions of sensitive projects, determine research methods and data requirements, analyze information, and prepare reports and recommendations.
Prepare reports using statistical or financial tables and develop suitable graph and chart formats.
Conduct standard and internet-based research.
Maintain confidential files and records for efficient retrieval.
Use database applications to maintain information and reports and develop and produce a variety of reports.
Maintain office supply inventory and coordinate repair of office equipment.
Set up and maintain office computers and associated equipment and coordinate timely service.
Use word processing, spreadsheet, presentation, database, project management, scheduling, and budgetary-control applications as applicable.
Perform clerical duties such as collating, sorting, faxing, filing, distributing, and retrieving documents and mail, and recording and relaying phone messages.
Participate in performance-improvement initiatives and apply quality improvement in daily operations.
Ensure compliance with health and safety requirements, regulatory requirements, hospital policies, quality assurance programs, and safety and infection-control procedures.