Executive Assistant

Beth Israel Lahey Health

20d

About The Position

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives. Joining the team of Executive Assistants that support the Senior Leadership team the EA is responsible for gathering information on behalf of the executive, researching and writing memos, preparing presentations using independent judgement. Managing all appointment and meeting set ups and preparing background material for daily meetings will also be required. Additionally the EA will be responsible for coordinating meetings with other constituents including community leaders, consulting firms, and government agencies. Finally the EA will be responsible for preparing materials/ board books for board committees and other senior team meetings. Job Description: In collaboration with VPs, MDs and relevant Directors, implement planned patient care unit reconfiguration and expansions. Provide Project Management leadership to ensure readiness of new units to come on-line in a smooth and timely manner. Serve as the PCS interface to Facilities to resolve and implement all space requests (FARs) within PCS and Clinical Programs. Lead/Coordinate LEAN clean supply room programs throughout the PCS / Clinical Program depts. Oversees and provides supervision for PCS Administrative Assistant staff, including hiring, training, orientation and performance reviews. Provide administrative support to the SVP- Patient Care Services, regarding documentation, creation of presentations, and financial reports as requested. Manage/ oversee Inpatient Furniture needs. Plan multi-year forecast budget for implementation of replacement furniture. Essential Responsibilities: Represents Executive to high level internal and external constituents. Answers policy questions and determines appropriate course of action for sensitive issues and matters of significance that have organization-wide visibility and potential cost or organizational repercussions. Establishes and maintains influential and strategic relationships at all levels of the organization. Gathers information on behalf of Executive, researches and writes memos, letters, and reports which are often complex in nature, utilizing independent judgment. Coordinates meetings with community leaders, government agencies, legal and consulting firms; provides them with information of a sensitive nature; must use discretion and judgment in responding to questions and determining issues on medical center access. Generates reports determining appropriate data inclusion and output criteria; reviews for validity and accuracy of information and data. Manages on-line appointment schedule, coordinates arrangements for multiple meetings, and maintains files for easy access to background material for daily schedule. Coordinates complex travel arrangements for meetings and preparation of materials for presentations.

Requirements

• Associate's degree; Bachelor's degree preferred.
• 5-8 years related work experience required.
• Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications.
• May produce complex documents, perform analysis and maintain databases.
• Written Communications:Ability to summarize and communicate in English moderately complex information in varied written formats to internal and external customers.
• Oral Communications:Ability to comprehend and communicate complex verbal information in English to medical center staff, patients, families and external customers.
• Knowledge:Ability to demonstrate in-depth knowledge of concepts, practices and policies with the ability to use them in complex varied situations.
• Team Work:Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members.
• Customer Service:Ability to provide a high level of customer service and staff training to meet customer service standards and expectations for the assigned unit(s). Resolves service issues in the assigned unit(s) in a timely and respectful manner.

Responsibilities

• gathering information on behalf of the executive
• researching and writing memos
• preparing presentations using independent judgement
• Managing all appointment and meeting set ups
• preparing background material for daily meetings
• coordinating meetings with other constituents including community leaders, consulting firms, and government agencies
• preparing materials/ board books for board committees and other senior team meetings
• implement planned patient care unit reconfiguration and expansions
• Provide Project Management leadership to ensure readiness of new units to come on-line in a smooth and timely manner
• Serve as the PCS interface to Facilities to resolve and implement all space requests (FARs) within PCS and Clinical Programs
• Lead/Coordinate LEAN clean supply room programs throughout the PCS / Clinical Program depts
• Oversees and provides supervision for PCS Administrative Assistant staff, including hiring, training, orientation and performance reviews
• Provide administrative support to the SVP- Patient Care Services, regarding documentation, creation of presentations, and financial reports as requested
• Manage/ oversee Inpatient Furniture needs
• Plan multi-year forecast budget for implementation of replacement furniture
• Represents Executive to high level internal and external constituents
• Answers policy questions and determines appropriate course of action for sensitive issues and matters of significance that have organization-wide visibility and potential cost or organizational repercussions
• Establishes and maintains influential and strategic relationships at all levels of the organization
• Generates reports determining appropriate data inclusion and output criteria; reviews for validity and accuracy of information and data
• Manages on-line appointment schedule, coordinates arrangements for multiple meetings, and maintains files for easy access to background material for daily schedule
• Coordinates complex travel arrangements for meetings and preparation of materials for presentations

Benefits

• Equal Opportunity Employer/Veterans/Disabled
• At Beth Israel Lahey Health, we are driving the change in health care that Massachusetts wants and needs.
• Our culture promotes continuous learning, growth, innovation and a sense of belonging.
• We make it a priority to offer comprehensive compensation and benefits and help you achieve a healthy and balanced life.
• While you're busy caring for and supporting our patients, we take care of you.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree