Executive Assistant

Wiley Tech Recruiting Firm•Boston, MA

13d

About The Position

Position: Executive Assistant Department: Strategic Plan Schedule: Full Time Essential Responsibilities/Duties: Provide executive administrative support to a Department Chair, Executive Director, or Vice President and other department senior leaders. Schedule appointments, meetings, take meeting notes, follow up on meeting-generated tasks, and prepare documents and slides using PowerPoint, Excel, and Microsoft Word. Compose high-level correspondence and memoranda independently with professional quality. Analyze, categorize, prioritize, and distribute mail; may initiate responses for Chiefs review and/or complete and send out responses on his/her behalf. Maintain Chiefs calendar, coordinate vacation, schedule meetings, and appointments with attention to preventing scheduling conflicts. Make registration and travel arrangements; make hotel reservations; provide written itineraries for all travel plans. Schedule meetings, track responses, coordinate audio-visual and technology requirements, order catering services, etc., as needed. Prepare information packages for meetings and distribute; take and prepare minutes of meetings, as required. Follow up with managers to ensure adherence to project and task deadlines. Manage invoices and accounts payable for the department; manage subscriptions; assist with monitoring departmental budget and account balances. Monitor and maintain inventory of office supplies and equipment; purchase supplies as needed and stay within the established budget. Evaluate, develop, and revise administrative systems to improve efficiency. Handle telephone calls professionally, determine the nature of all calls, and initiate appropriate disposition. Create reports, spreadsheets, charts, presentations, or other correspondence as requested. Perform office-related duties such as maintaining departmental files, manuals, and records; picking up mail, categorizing and delivering mail, storing and distributing office supplies, handling faxes, scanning, filing, photocopying, collating materials, maintaining the update of policy manuals, etc. Deal discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital matters. Act as a liaison with external customers to ensure efficient communications. Conduct online and other types of research. Perform other duties as assigned or as necessary.

Requirements

Minimum of Three (3) years of experience as an Executive Assistant supporting C-Suite executives, demonstrating progressively more responsible roles with high proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).
Prior experience managing a calendar
Project management experience
Excellent communication skills and diplomacy to interact effectively with external contacts and hospital staff.
Exceptional organizational skills to multitask, prioritize, meet deadlines, and schedules; ability to keep others organized and on track.
Excellent written and verbal communication skills.
Good critical thinking skills and demonstrated comfort and ability to work independently once given direction.
High proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).
Bachelors Degree in a related field is required, or a combination of additional experience and training will be considered.

Nice To Haves

1-2 years of professional work experience with project management, data management, policy research, non-profit fundraising, or related experience is highly preferred.

Responsibilities

Provide executive administrative support to a Department Chair, Executive Director, or Vice President and other department senior leaders.
Schedule appointments, meetings, take meeting notes, follow up on meeting-generated tasks, and prepare documents and slides using PowerPoint, Excel, and Microsoft Word.
Compose high-level correspondence and memoranda independently with professional quality.
Analyze, categorize, prioritize, and distribute mail; may initiate responses for Chiefs review and/or complete and send out responses on his/her behalf.
Maintain Chiefs calendar, coordinate vacation, schedule meetings, and appointments with attention to preventing scheduling conflicts.
Make registration and travel arrangements; make hotel reservations; provide written itineraries for all travel plans.
Schedule meetings, track responses, coordinate audio-visual and technology requirements, order catering services, etc., as needed.
Prepare information packages for meetings and distribute; take and prepare minutes of meetings, as required.
Follow up with managers to ensure adherence to project and task deadlines.
Manage invoices and accounts payable for the department; manage subscriptions; assist with monitoring departmental budget and account balances.
Monitor and maintain inventory of office supplies and equipment; purchase supplies as needed and stay within the established budget.
Evaluate, develop, and revise administrative systems to improve efficiency.
Handle telephone calls professionally, determine the nature of all calls, and initiate appropriate disposition.
Create reports, spreadsheets, charts, presentations, or other correspondence as requested.
Perform office-related duties such as maintaining departmental files, manuals, and records; picking up mail, categorizing and delivering mail, storing and distributing office supplies, handling faxes, scanning, filing, photocopying, collating materials, maintaining the update of policy manuals, etc.
Deal discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital matters.
Act as a liaison with external customers to ensure efficient communications.
Conduct online and other types of research.
Perform other duties as assigned or as necessary.