Executive Assistant, 40 Hours, Days

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Exemption Status

Non-Exempt

Schedule Details

Monday through Friday

Scheduled Hours

8:00am-4:30pm

Shift

1 - Day Shift, 8 Hours (United States of America)

Hours

40

Cost Center

99940 - 5950 IS Administration

This position may have a signing bonus available a member of the Recruitment Team will confirm eligibility during the interview process.

Everyone Is a Caregiver

At UMass Memorial Health, everyone is a caregiver – regardless of their title or responsibilities. Exceptional patient care, academic excellence and leading-edge research make UMass Memorial the premier health system of Central Massachusetts, and a place where we can help you build the career you deserve. We are more than 16,000 employees, working together as one health system in a relentless pursuit of healing for our patients, community and each other. And everyone, in their own unique way, plays an important part, every day.

Provides diverse and advanced secretarial and administrative primary support for Tier C or D Executives in the Medical Center or Chief Clinical Chairs in the Medical Group. This position supports system-wide activities in support of Executive(s). The position requires broad and comprehensive experience, skills, and knowledge of UMass Memorial Health (UMMH) policies and practices. This position handles complex assignments and information/documents of the highest confidential nature and strategic importance.

I. Major Responsibilities

• Greets visitors. Coordinates and processes office administrative paperwork. Utilizes word processing and graphics software to format and generate various materials for meaningful presentation of data including but not limited to correspondence, memos, reports, charts, tables, manuals, minutes of meetings, slides and presentations requiring a high standard of quality.
• Establishes and maintains executive’s calendar making decisions to schedule meetings, appointments and travel time. Prepares agendas and appropriate documents to ensure efficient management of meeting schedules. Makes travel arrangements as needed for executives and handles arrangements for visits by vendors, board members and other visitors/guests.
• Acts as an advisor to internal and external contacts and makes appropriate decisions. Monitors progress on important matters and follows up to ensure disposition. Answers questions and provides assistance relating to office operations, administrative processes, and established policies and procedures. Interacts with vendors and other executives providing and obtaining information to ensure timely completion of assignments and projects.
• Coordinates specials projects as warranted for support of the executive office (e.g. board meeting, committee meetings, special presentations, departmental policies, events, or reports, database maintenance etc.).
• Utilizes technology and LEAN process improvement tools to standardize work and eliminate waste and improve efficiency. Performs trouble-shooting, provides feedback, and assists in implementing new or revised systems and procedures
  
  

License/Certification/Education

II. Position Qualifications:

Required

• Associate degree (A.A./A.S.) or equivalent from two-year college.
  
  

Preferred

• Bachelor’s degree.
  
  

Experience/Skills

Required:

• Must have 5 years of related secretarial experience, preferably in a healthcare organization.
• Must have excellent skills in diplomacy, discretion, tact, and proper judgment.
• Must have a great attitude with positive approach to people and tasks.
• Strong analytical and organizational skills, with strong business judgement. Strong attention to detail.
• Must have ability to prioritize workload of competing importance and multi-task.
  
  

Unless certification, licensure or registration is required, an equivalent combination of education and experience which provides proficiency in the areas of responsibility listed in this description may be substituted for the above requirements.

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

We’re striving to make respect a part of everything we do at UMass Memorial Health – for our patients, our community and each other. Our six Standards of Respect are: Acknowledge, Listen, Communicate, Be Responsive, Be a Team Player and Be Kind. If you share these Standards of Respect, we hope you will join our team and help us make respect our standard for everyone, every day.

As an equal opportunity and affirmative action employer, UMass Memorial Health recognizes the power of a diverse community and encourages applications from individuals with varied experiences, perspectives and backgrounds. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, gender identity and expression, protected veteran status or other status protected by law.

If you are unable to submit an application because of incompatible assistive technology or a disability, please contact us at talentacquisition@umassmemorial.org. We will make every effort to respond to your request for disability assistance as soon as possible.