Executive Assistant, System CEO Office and Biotech Executive Suite

Overview

Exemption Status : Non-Exempt

Schedule Details : Monday through Friday

Scheduled Hours : 8 : 30am to 5pm

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

Hours : 40

Cost Center : 99940 - 5800 Administration

Note : This position may have a signing bonus; 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 20,000 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. This position requires full-time work in the office.

Major Responsibilities

Establishes and maintains executive's calendar making decisions to schedule meetings, appointments and travel time. Prepare agendas and appropriate documents to ensure efficient management of meeting schedules. Make 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 follow 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 special 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 troubleshooting, provides feedback, and assists in implementing new or revised systems and procedures

Orients new employees may train employees in new procedures and provide ongoing instruction. May schedule, distribute, and monitor the flow of work for assigned group of employees. May provide recommendations to managers for the most efficient utilization of assigned personnel, and provide information regarding employee job performance, employee issues, and unusual occurrences to supervisor. May assist in preparation of and maintenance of departmental operating budget.

May perform miscellaneous clerical duties, including collating, sorting, faxing, filing, screening emails, and distributing / retrieving documents and mail. Records and relays phone messages.

Investigates assigned problems and determines method of research, data requirements and analysis techniques. Reports problem resolution and / or makes recommendations.

Provide phone coverage and back-up assistance for other executive assistants or admins as required.

May ensure basic set up and maintenance of office personal computers and associated equipment.

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.

Other Responsibilities :

Serves as a trusted partner with the Chief of Staff and the Executive Assistant to the President and CEO of the system to coordinate activities for the suite. Responsible for coordinating coverage with the CEO suite's executive administrative assistants.

Event Planning : Responsible for coordination of annual System Leaders meeting, yearly All Boards Strategic Planning meeting and other large-scale meetings for the CEO. Works closely with Chief of Staff and other outside vendors in preparation for these events, including creation and distribution of invitations, collecting RSVPs, managing logistics for guest speakers, works closely with the catering personnel as well as the venue event planner.

Parent Board and Other Board Meetings : Manages the technology (Webex and conference room technology) required for running the parent board's quarterly meetings, as well as other board meetings.

Ventures Board : Works closely with the Chief of Staff and is responsible for coordination of the yearly calendar, distributing the quarterly board package, and presentations as needed.

Sponsorship Committee : Serves as the project coordinator for the health system's Sponsorship Committee, working closely with the Chief of Staff and committee members. Responsible for organizing monthly meetings, distributing summaries of assignments as it relates to sponsorship opportunities for the entire system and responsible for the sponsorship budget.

Supports the Chief of Staff in all presentation materials for the CEO, including PowerPoint slides and other written materials.

Responsible for the CEO Executive office suite common area. Works closely with the Facilities Department on repairs needed, updates to the office, etc. Works with the executive admin staff to ensure that all common duties of the office are covered, i.e, copy machines, ordering supplies, mail, AV needs in conference rooms, etc.

EA Business & Technology Major Responsibilities

Acts as resident business and technology expert on virtual meeting platforms that support the System CEO office as well as the Biotech Executive suite.

Learns and successfully deploys platforms in support of all meetings for the CEO, COS, System Communications Officer and provides advice, counsel and technical support to other executive offices in Biotech One suite relative to their virtual needs.

Provides training as necessary and applicable to others to build competencies more broadly.

Responsible for setting up the virtual platforms for all meetings and actively manages the technology usage on site as part of the meeting infrastructure.

Problem solves issues related to the technology platforms and coordinates as necessary and applicable with Information Services (IS).

Standard Staffing Level Responsibilities

Comply with established departmental policies, procedures and objectives.

Attends variety of meetings, conferences, seminars as required or directed.

Demonstrates use of Quality Improvement in daily operations.

Comply with all health and safety regulations and requirements.

Respects diverse views and approaches, demonstrates Standards of Respect, and contributes to creating and maintaining an environment of professionalism, tolerance, civility and acceptance toward all employees, patients and visitors.

Maintains, regular, reliable, and predictable attendance.

Performs other similar and related duties as required or directed.

All responsibilities are essential job functions.

Position Qualifications

License / Certification / Education :

Required :

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

Preferred :

Experience / Skills :

Required :

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.

Department-specific competencies, including age-specific competencies and their measurements, will be developed and maintained in the individual departments. The competencies will be maintained and attached to the departmental job description. Responsible managers will review competencies with position incumbents.

Physical Demands and Environmental Conditions

Work is considered sedentary. Position requires work indoors in a normal office environment.

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.

J-18808-Ljbffr