What are the responsibilities and job description for the Executive Assistant position at Boston Children's Hospital?
Position Description
The Executive Assistant shall be responsible for:
- Exercising judgment and discretion to handle incoming issues and requests, determining appropriate actions, responses, and solutions in a responsive and professional manner.
- Understanding and effectively utilizing relevant Hospital chains of command and reporting systems to effectively triage a range of matters, including time-sensitive, challenging, confidential, and/or sensitive business and employee information and matters. Able to de-escalate personnel situations as necessary.
- Managing supervisor's calendars and meeting schedules with consideration of timing, sequencing, and meeting location/travel requirements.
- Arranging external travel and itineraries.
- Planning, preparing, and executing logistical and administrative requirements for meetings, interviews, seminars, conferences, and special events.
- Circulating agendas, minutes, presentations, and other materials. Coordinating logistical and technological arrangements to ensure seamless execution.
- Supporting the business and financial operational responsibilities through tracking expenses, facilitating the contract management process, ensuring timely execution of contracts, handling purchase orders and reimbursements, and tracking department budgets.
- Drafting emails as directed, creating and editing correspondence with manager guidance, and drafting other communications as directed.
- Accurately maintaining an effective filing and document management system for department information and/or files.
- Interacting with vendors and external parties.
- Completing other projects as assigned.
To qualify, you must have:
- Bachelors Degree or equivalent experience
- 1-3 years of relevant administrative experience
- Must have the ability to work with a high degree of independence from conception to completion.
- Must be able to work under pressure and handle a wide variety of simultaneous activities and confidential matters with trust, confidence, and discretion.
- Analytical skills to resolve problems that require the use of basic scientific, mathematical, or technical principles.
- Work requires the ability to communicate effectively both orally and in writing and provide empathy in difficult interpersonal situations.
- Must have the ability to prioritize, oversee, and manage projects.
- Ability to work with diverse internal and external constituencies spanning front-line staff to senior-level Executive(s)s as well as a variety of external stakeholders.
- Highly adaptive to new technologies and expert in all key Hospital administrative operating systems, including the Microsoft Office suite and PeopleSoft.
- Ability to take personal initiative and work independently, as well as part of a team.
- Ability to meet deadlines in a complex and fast-paced environment.
Boston Childrens 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.
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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