Executive Assistant to COO

Under minimal supervision, the Executive Assistant will provide advanced secretarial support for the Chief Operating Officer. This includes transcription of complex materials, scheduling appointments and meetings, maintaining files and performing special projects as needed. Will use tact and discretion in receiving and screening visitors and telephone calls and obtaining and relaying confidential or sensitive information. Must be able to plan and organize work to comply with established priorities and deadlines.

This Executive Assistant to the COO will :

• Organize and oversee provision of secretarial, clerical and administrative support services for department. Plan work schedules to ensure adequate coverage for critical administrative functions.
• Schedule appointments and meetings and maintain supervisor's personal calendar. Will reserve meeting locations, order needed supplies and services and prepare agenda and other materials. Prepare travel arrangements, including airline reservations and hotel accommodations.
• Transcribe dictation, shorthand or rough draft correspondence and other materials, including highly complex or confidential business documents. Proofread materials for accuracy, consistency and clarity. Will also receive and screen correspondence, preparing responses as appropriate.
• Maintain department recordkeeping systems, including highly sensitive and / or critical administrative and financial data.
• Monitor and reconcile budget reports and department expenses, researching and resolving errors or discrepancies. Collect and organize documents and other materials required for preparation of annual budget, grant applications and other complex reports.
• Organize and maintain daily administrative operations of department, including verification and monitoring of departmental payroll. Prepare reports and documents to comply with hospital, governmental, regulatory and other requirements.
• Monitor employee review dates, terminations and other personnel actions and initiate required forms and documents. Initiate, route and track administrative forms such as purchase orders, payment requisitions and physician reappointment forms.
• Monitor and maintain department supply inventory and computer equipment. Serve as liaison to support service departments to request and coordinate provision of needed services.
• Coordinate administration of departmental fellowship and / or residency programs, training grants and related programs.
• Organize logistical requirements for seminars, conferences and other special programs or events.
• Provide positive and effective customer service that supports departmental and hospital operations. Will contribute to the teamwork within and between departments.

To qualify, you must have :

Boston Children’s Hospital offers competitive compensation and unmatched benefits including flexible schedules, affordable health, vision and dental insurance, child care and student loan subsidies, generous levels of time off, 403(b) Retirement Savings plan, Pension, Tuition and certain License and Certification Reimbursement, cell phone plan discounts and discounted rates on T-passes. Experience the benefits of passion and teamwork.