Senior Executive Assistant

Harbor Health Services is an innovative, growing, mission-based organization that lives, serves and collaborates with our community members to achieve our mission to help individuals reach their full potential through access to local, affordable services that promote health. Harbor provides medical, behavioral health, dental, and support services to more than 34,000 patients in Boston, the South Shore, and Cape Cod. Harbor Health also operates two Programs for All-Inclusive Care for the Elderly in Mattapan and Brockton, and a Woman, Infants and Children (WIC) Nutrition Program. To help further the mission of Harbor, we are looking for an extremely talented Senior Executive Assistant to join our Administration Team at our Community Health Centers.  

Harbor Health offers an excellent, comprehensive benefits package including Health, Dental, Vision, Life, & Disability insurance, 403b Savings Plan, Generous Paid Time Off plus 11 additional Holidays and much more! 

Role: 

The Senior Executive Assistant, under minimal supervision, handles all secretarial/administrative duties for their assigned Executive as well as provides secretarial/administrative support to other members of leadership as needed. 

The Senior Executive Assistant must have exceptional communication and interpersonal skills and a commitment to quality and excellence. The ideal candidate will bring a strong background in administrative support, be energized by working in a fast-moving environment and comfortable with change. The Senior Executive Assistant will be a solid team player across the organization, assisting others on occasion with meetings and projects.

This position will be supporting the Senior Vice President of Community Health Centers.  

Home base for this position is preferred at Harbor Community Health Center-Plymouth, but open to Dorchester or Hyannis health center locations as well.  Some travel to our other health center sites is required. 

Responsibilities: 

• Drafts letters and memos for Executive signature accurately and timely with minimal oversight.
• Drafts, copies and distributes presentations, minutes, and other materials as needed for meetings, conference calls, etc.
• Edits and proofreads documents.
• Processes confidential and time sensitive material and utilizes discretion and sound judgement.
• Timely processes and sorts administrative office mail.
• Manages the Executive’s schedule and other calendars as required.
• Maintains Executive expense accounting utilizing Concur.
• Maintains/reconciles credit card statements including collecting receipts and maintaining a log for all charges to all accounts in accordance with policy.
• Assists with projects and reports as needed.
• Greets and assists visitors both via the phone and in-person.
• Coordinates all requisite arrangements related to conference attendance & travel.
• Assists with regulatory audit preparations as needed.
• Makes arrangements for special Center-wide activities such as staff meetings, in-service clinical training etc.
• Assists with payroll duties including provider payroll and timecard maintenance.
• Supports local employee engagement and other initiatives (order lunch, tracks RSVPs, etc.) 
• Builds, modifies, disseminates provider after-hours on-call schedule, including liaising with HHSI-contracted answering service to update schedule.
• Builds, modifies, disseminates provider-of-the-day and out-of-office inbox coverage schedules.
• Maintains the rotating provider clinic schedule for weekend and vacation coverage.
• Collects and tracks provider PTO, approves provider PTO according to our policy process and following practice manager/medical director input as needed.
• Adjusts clinic templates to execute on approve PTO (e.g., modifying templates in the Electronic Medical Record) as needed.
• Act as back-up to Executive Assistant to CEO including knowledge of board portal.
• Ensures meeting rooms are prepared and video conferencing equipment is activated prior to the start of meetings.
• Coordinates food ordering, set-up, and delivery for meetings as needed.
• Ensures office equipment is in working order and arranges for maintenance as needed. 
• Orders office supplies, business cards and other items as requested. 

Required/Preferred Education, Experience and Skills: 

• Associates Degree in Business or equivalent schooling, 2 or more years of related professional experience may be substituted for the Associate’s degree
• 5 or more years in a professional business environment performing similar duties required
• Project Management experience and analytics skills desired
• Experience in a community health or other health setting preferred
• Excellent keyboarding skills, accurately type at least 60 WPM
• Computer Literate with Intermediate to Advanced skills in Microsoft Office 365 including Word, Excel, PowerPoint, Outlook and Teams preferred
• Proficient use or knowledge of electronic medical records, preferred experience with OCHIN/EPIC
• 2 years of related professional experience may be substituted for Associate's degree

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.