What are the responsibilities and job description for the Executive Assistant, SVP position at Boston Children's Hospital?
Position Description
The Executive Assistant, SVP will be responsible for:
- Organizing and overseeing administrative support services for a Senior Vice President.
- High volume calendar management for the Senior Vice President which includes scheduling appointments and meetings and maintaining Outlook calendar. Reserving meeting locations, ordering supplies and preparing agenda and other materials. Preparing travel arrangements, including airline reservations and hotel accommodations (internationally and nationally).
- Providing project coordination support for multiple large projects with cross functional teams, including taking minutes, capturing action items, and ensuring follow-up occurs.
- Planning work schedules to ensure adequate coverage for critical administrative functions. Monitoring and ensuring work is performed in conformance with established hospital and departmental policies and procedures. Recommending and assisting in development and implementation of departmental administrative policies and procedures.
- Monitoring and maintaining department record keeping systems, including highly sensitive and/or critical administrative and financial data.
- Overseeing information input into computer databases and spreadsheets, monitoring data validity and compiling, printing and distributing periodic reports and other information as needed.
- Monitoring and reconciling budget reports and department expenses, researching and resolving errors or discrepancies.
- Collecting, organizing and preparing information required for preparation of annual budget and other complex reports and documents. Collecting and compiling data from diverse sources, performing calculations, and preparing analyses for supervisor's review.
- Planning, preparing and organizing logistic and administrative requirements for seminars, conferences and other programs or events.
- Monitoring and maintaining department supply inventory and computer equipment. Serving as liaison to support service departments to request and coordinate provision of needed services.
- Leading work of designated office support personnel. Training and orienting new personnel and communicating changes in hospital and departmental policies and procedures.
- Associate’s degree and a minimum of three years’ related experience.
- Excellent planning and organizational skills and the ability to prioritize and manage multiple tasks in a complex environment.
- Project management experience strongly preferred.
- Strong analytical skills to resolve problems that require the use of basic scientific, mathematical, or technical principles.
- Ability to communicate effectively both orally and in writing and provide empathy in difficult interpersonal situations.
Status Full-Time
Standard Hours per Week 40
Job Posting Category Administration
Regular, Temporary, Per Diem Regular
Office/Site Location Boston
Remote Eligibility Part Remote/Hybrid
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