Executive Assistant

Beth Israel Lahey Health•Cambridge, MA

8d•$85,010 - $109,928•Hybrid

About The Position

Provides executive-level administrative support to executives at Beth Israel Lahey Health. The role manages the executives’ administrative operations, including travel arrangements, schedules and meetings, correspondence, and communications with administrative and clinical leadership, medical providers, field leaders, board members, donors, and other constituents. It also performs complex administrative work for fiscal and administrative projects, including preparing spreadsheets, charts, and presentations and conducting research. The position is based in Cambridge and is fully onsite Monday through Thursday, with remote work on Fridays. The role handles sensitive and confidential information, supports meetings and special events, manages office supplies and equipment, and completes purchasing and administrative forms in accordance with system procedures. Staff in this role must be vaccinated against influenza as a condition of employment.

Requirements

Associate's degree required.
5–8 years of related work experience required.
Advanced skills with Microsoft applications, which may include Outlook, Word, Excel, PowerPoint, or Access, and other web-based applications.
Ability to produce complex documents, perform analysis, and maintain databases.
Ability to handle confidential materials and communications in compliance with HIPAA requirements.

Nice To Haves

Bachelor's degree preferred.
Experience working in an executive office.
Experience working in the healthcare industry.

Responsibilities

Provide executive administrative support, including scheduling meetings, following up on meeting-generated tasks, and preparing documents and presentation slides.
Handle telephone calls professionally and determine appropriate dispositions; represent the BILH system to internal and external constituents.
Answer policy and informational questions and determine appropriate courses of action for sensitive or significant matters with system-wide visibility.
Establish and maintain strategic relationships throughout the system.
Create Word documents and correspondence, Excel spreadsheets, and PowerPoint presentations; independently compose, edit, and proofread high-level correspondence and memoranda and verify report data and documents.
Handle and maintain confidential written, electronic, and oral communications and materials concerning staff, departments, patients, and system matters in accordance with system standards and HIPAA requirements.
Plan, organize, and coordinate meetings and special events, including reserving rooms, sending and tracking invitations, arranging food and beverage, and ensuring vendor payment.
Prepare meeting agendas and materials, set up rooms and equipment, and record and distribute meeting notes.
Prepare purchase requisitions, check requests, action forms, and other materials in accordance with system procedures.
Support special projects as requested.
Monitor office-supply and equipment inventory, make purchases within the established budget, and arrange repairs or replacements through vendors or IT.