Executive Assistant to CNO

Commonwealth of Massachusetts•Boston, MA

18h•Onsite

About The Position

The Lemuel Shattuck Hospital (LSH), operated by the Massachusetts Department of Public Health (DPH), is seeking a dynamic and experienced Executive Assistant to provide high-level administrative coordination and support to the Chief Nursing Officer (CNO) and the broader administrative team. In this role, you’ll work closely with Senior Leadership to relay essential information, oversee assignments and projects, and help drive key hospital operational goals. Additional responsibilities may be assigned to support the mission and daily operations of LSH. Please note: 8am-4pm Monday - Friday with weekends off.

Requirements

Demonstrated knowledge of human resources principles and practices, including planning, forecasting, organizational development, work-specification methods, and general report-writing standards.
Proficiency in preparing and interpreting charts, graphs, tables, and other data-presentation tools.
Ability to interpret, apply, and clearly explain relevant laws, regulations, policies, and procedures.
Skill in analyzing data, assessing relevance, drawing conclusions, and formulating sound recommendations.
Ability to collect information through document review, record examination, and direct inquiry, and to organize and format that information according to established procedures.
Strong record-keeping abilities, ensuring accuracy, organization, and compliance with documentation standards.
Ability to write clearly and concisely, present ideas logically, and prepare well-structured reports and correspondence.
Capacity to follow and deliver clear written and verbal instructions.
Effective oral communication skills, with the ability to convey information precisely and professionally.
Ability to build rapport, maintain cooperative working relationships, and interact tactfully and professionally with individuals at all levels.
Flexibility to adapt to changing priorities, situations, and program requirements while maintaining composure and effectiveness.
Three years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or any equivalent combination of the required experience and the substitutions below.

Nice To Haves

Solid understanding of state personnel laws, rules, and regulations, including those governing positions, salaries, and personnel services.
Familiarity with state budgetary and accounting procedures, terminology, and processes related to staffing and personnel services.
Ability to interpret and apply the full range of laws, regulations, policies, procedures, standards, and guidelines governing assigned unit activities.
Knowledge of state purchasing and requisition procedures for supplies and equipment.
Ability to navigate and use state accounting, budgeting, and financial-tracking systems effectively.
A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the-required experience.
A Graduate degree with a major in business administration, business management or public administration may be substituted for the required experience.
A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience. Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Responsibilities

Provide comprehensive administrative coordination and support to the CNO and Administrative team.
Organize and oversee daily, short-term, and long-term activities for the CNO’s office.
Independently complete assigned projects by meeting with staff, conducting research (including evidence-based practice), and producing presentation-ready deliverables.
Serve as a primary point of contact for hospital staff, central office staff, and the public to address questions, requests, and operational matters.
Prepare, review, analyze, and route confidential correspondence, reports, manuals, forms, and spreadsheets for the CNO.
Act as a liaison between managers, department heads, and external local, state, and federal agencies to coordinate assignments, resolve issues, and exchange information.
Compose correspondence for the CNO’s signature and refer appropriate issues to the executive team.
Attend committee and subcommittee meetings, record and distribute minutes, and follow up on outstanding agenda items.
Participate in daily meetings with the CNO to review schedules, discuss issues, and coordinate ongoing projects.
Investigate and report on the status of issues or projects at the CNO’s request to support timely decision-making.
Coordinate scheduling, agendas, and materials for CNO-related meetings, including monthly General Management and Department Head meetings.
Serve as Hiring Manager Assistant (HMA) for the CNO, tracking and coordinating onboarding and offboarding using automated systems.
Schedule meetings and oversee reservations for conference rooms and shared meeting spaces.
Prepare Word documents, Excel spreadsheets, PowerPoint presentations, and other administrative materials.
Perform additional duties as assigned by the CNO.