Executive Assistant to the COO

Commonwealth of Massachusetts•Boston, MA

9d•Onsite

About The Position

Lemuel Shattuck Hospital, operated by the Massachusetts Department of Public Health, is seeking an Executive Assistant to the Chief Operating Officer (COO). This position provides high-level administrative coordination and support to the COO and Administrative team while serving as a key liaison with senior leadership and hospital departments. The Executive Assistant facilitates communication, coordinates assignments and projects, and supports the COO in advancing hospital operations and organizational goals.

Requirements

Applies knowledge of methods for gathering, analyzing, organizing, and presenting information, including the preparation of reports, charts, graphs, and tables.
Interprets and applies applicable laws, regulations, policies, procedures, and established practices governing assigned responsibilities.
Analyzes information from records, documents, and individuals to determine applicability, draw conclusions, identify issues, and develop appropriate recommendations.
Organizes and maintains accurate records and information in accordance with established procedures, formats, and requirements.
Communicates effectively in both written and verbal form, with the ability to prepare clear, concise, and logically organized reports, correspondence, instructions, and other materials.
Coordinates and supervises work effectively, including assigning and reviewing work, evaluating performance, identifying training needs, motivating staff, and addressing performance or disciplinary matters as appropriate.
Builds and maintains positive, collaborative working relationships and establishes rapport with individuals at all levels.
Exercises sound judgment and discretion when handling confidential information, sensitive matters, and organizational issues.
Adapts readily to changing priorities, varying situations, and urgent or emergency operational needs.
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.
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.

Nice To Haves

Experience with laws, rules, and regulations governing the state personnel system.
Understands state budgetary processes and procedures related to positions, salaries, and personnel services.
Applies familiarity with laws, regulations, policies, procedures, specifications, standards, and guidelines governing assigned unit activities.
Understands state purchasing and requisitioning procedures for supplies, equipment, and related resources.
Demonstrates knowledge of state accounting and budgetary practices, including applicable terminology and processes.

Responsibilities

Provides high-level administrative coordination and support to the Chief Operating Officer (COO), managing daily priorities, schedules, meetings, and short- and long-term activities of the COO’s office.
Serves as a key liaison between the COO and hospital leadership, managers, department heads, central office staff, external agencies, and the public to facilitate communication, coordinate activities, address operational matters, and appropriately escalate issues to the COO and/or CEO.
Independently manages projects and assignments for the COO, conducting research and evidence-based reviews, gathering and analyzing information, monitoring progress, and developing timely, presentation-ready deliverables and recommendations.
Provides complex and confidential administrative support, including drafting correspondence for the COO’s signature and preparing reports, forms, manuals, spreadsheets, presentations, and other executive-level materials.
Coordinates executive and leadership meetings, including agendas, materials, scheduling, room arrangements, notifications, meeting logistics, and follow-up; attends committees and subcommittees, prepares and distributes minutes, and tracks outstanding action items.
Participates in daily meetings with the COO to review schedules, priorities, projects, operational issues, and emerging needs, and follows up with appropriate staff to ensure timely completion of assignments.
Serves as the Hiring Manager Assistant (HMA) for the COO, coordinating and tracking personnel onboarding and offboarding activities through the designated automated system.
Coordinates conference room and shared meeting space scheduling and provides administrative support for meetings and events.
Utilizes Microsoft Word, Excel, PowerPoint, and related applications to develop and maintain professional documents, reports, spreadsheets, and presentations.
Maintains a high level of professionalism, discretion, and confidentiality and performs other related duties and special projects as assigned.