Executive Assistant, Operation Services Leadership

Beth Israel Lahey Health•Boston, MA

2d•$65,208 - $99,840

About The Position

Under the general supervision of the Executive Team Leader, the Executive Assistant provides executive, administrative, and project support across BILH. The role requires independent judgment and decision-making within the job’s scope and serves as the principal administrative contact and liaison for internal and external constituencies. The Executive Assistant functions as gatekeeper to the executive leader, controlling access and maintaining internal and external professional schedules. The position involves access to highly confidential strategic, financial, staff, and leadership information and may include specialist services in budget and fiscal management, public and community relations, or general business administration. The role supports the office principal with problem-solving, project planning and management, and the development and execution of goals and objectives. It administers day-to-day office activities and establishes systems, policies, and procedures to support efficient operations. The Executive Assistant coordinates meetings and events, communications, travel, office accounts and expenditures, records, calendars, correspondence, and special projects. The position also supports compliance with policies and standards, customer service, and quality improvement activities, and performs other duties as needed or directed.

Requirements

Demonstrated ability to exercise independent judgment and make decisions within the scope of the job.
Ability to handle highly confidential strategic, financial, staff, and leadership information on a need-to-know basis.
Must be vaccinated against influenza (flu) as a condition of employment.
Commitment to meeting and exceeding customer needs and consistently adhering to customer service standards.

Responsibilities

Assist the office principal with problem-solving, project planning and management, and developing and executing goals and objectives.
Administer day-to-day office activities and develop policies, procedures, and systems for productive and efficient operations.
Establish and maintain office systems and relevant computerized systems and databases; monitor rosters and department or divisional lists.
Oversee office accounts and plan and monitor expenditures.
Serve as the primary administrative contact and liaison with other offices, individuals, and institutions, including serving as a liaison between senior management.
Organize and facilitate meetings, conferences, and special events; coordinate and attend committee meetings and participate in discussions as appropriate.
Prepare internal communications, including organization-wide announcements, meeting notices, agendas, and minutes.
Control access to the Executive Leader and maintain and adjust the leader’s professional schedules.
Screen incoming calls, inquiries, visitors, and correspondence; route items appropriately and anticipate schedule changes and contingencies.
Coordinate meetings, including securing space, notifying attendees, arranging audio-visual resources, and tracking attendance.
Make travel and lodging arrangements.
Process paperwork and maintain staff files, potentially including payroll data, time away, performance ratings, and disciplinary documentation.
Research and analyze specific issues and independently prepare non-routine letters and reports, including sensitive or confidential material.
Assist with coordinating, supervising, and completing special projects as appropriate.
Greet and assist visitors; handle calls and inquiries; maintain calendars and travel arrangements; analyze incoming correspondence and prepare responses; support day-to-day public relations and problem-solving; and provide transcription and word-processing support.
Compose, edit, and proofread correspondence, reports, forms, and manuscripts; use PowerPoint or other presentation software to create and edit presentations.
Assist with understanding and interpreting policies and procedures, and ensure office operations comply with policy provisions and standards.
Incorporate the organization’s Guiding Principles, Mission Statement, and Goals into daily activities; comply with policies and departmental behavioral expectations; and maintain courteous, effective interactions with colleagues and patients.
Meet performance expectations and competency assessment requirements, adhere to customer service standards, and participate in quality improvement activities and mandatory education.
Perform other duties as needed or directed to meet departmental needs.