Executive Assistant, UMass Memorial Medical Group, 40 Hour Days

UMass Memorial Health•Worcester, MA

3d•$29 - $53•Onsite

About The Position

Provides diverse and advanced secretarial and administrative primary support for Tier C or D Executives in the Medical Center or Chief Clinical Chairs in the Medical Group. The role supports system-wide executive activities and requires broad experience, skills, and knowledge of UMass Memorial Health policies and practices. It handles complex assignments and highly confidential and strategically important information and documents. The position coordinates executive calendars, meetings, agendas, travel, visitors, and office activities; prepares high-quality correspondence, reports, presentations, and other materials; and serves as an advisor and contact for internal and external stakeholders. It also supports special projects, process improvement, employee orientation and training, problem research and resolution, and administrative coverage for other executive assistants as needed. Work is sedentary and performed indoors in a normal office environment.

Requirements

Associate degree (A.A./A.S.) or equivalent from a two-year college; equivalent combinations of education and experience may be substituted where applicable.
Five years of related secretarial experience; healthcare-organization experience is preferred.
Excellent diplomacy, discretion, tact, and judgment.
Positive attitude and approach to people and tasks.
Strong analytical and organizational skills, business judgment, and attention to detail.
Ability to prioritize competing workloads and multitask.
Ability to maintain complete confidentiality on business matters.
Excellent keyboarding skills and proficiency in Microsoft Excel, Word, and PowerPoint.
Advanced technical, computer, and internet skills, including video and virtual-conferencing software.
Prior project-management experience and confidence handling new tasks.
Broad understanding of hospital policies and practices.
Ability to work independently and collaboratively in a team environment, assisting others when needed.
Excellent communication skills and ability to network effectively with peers.

Nice To Haves

Bachelor’s degree.
Secretarial experience in a healthcare organization.

Responsibilities

Greets visitors and coordinates and processes office administrative paperwork.
Uses word-processing and graphics software to prepare correspondence, memos, reports, charts, tables, manuals, meeting minutes, slides, and presentations to a high standard of quality.
Establishes and maintains the executive’s calendar, schedules meetings and appointments, prepares agendas and documents, and makes travel and visitor arrangements.
Advises internal and external contacts, monitors important matters, follows up on their disposition, answers questions about office operations and administrative processes, and works with vendors and executives to complete assignments and projects.
Coordinates special projects for the executive office, including board and committee meetings, presentations, policies, events, reports, and database maintenance.
Uses technology and LEAN process-improvement tools to standardize work, reduce waste, and improve efficiency; troubleshoots and assists with implementing new or revised systems and procedures.
Orients new employees, may train employees on procedures, and may schedule, distribute, and monitor work for an assigned group.
May recommend efficient use of assigned personnel, relay employee-performance and workplace information to a supervisor, and assist with departmental operating budgets.
May perform clerical duties such as collating, sorting, faxing, filing, screening emails, and distributing or retrieving documents and mail; records and relays phone messages.
Investigates assigned problems, determines research and analysis needs, and reports resolutions or recommendations.
Provides phone coverage and backup assistance for other executive assistants or administrative staff as required.
May ensure basic setup and maintenance of office computers and associated equipment.
Complies with departmental policies, procedures, and objectives; attends meetings and conferences as required; applies quality improvement practices; and complies with health and safety requirements.
Contributes to a professional, respectful, tolerant, civil, and accepting environment; maintains regular, reliable, and predictable attendance; and performs other related duties as required.