Executive Assistant -EAD/Chief

Please ensure you read the below overview and requirements for this employment opportunity completely.

Job Posting Description

The Executive Assistant will :

• Exercise judgment and discretion in handling incoming issues and requests.
• Understand and utilize relevant Hospital chains of command and reporting systems for triaging various matters.
• Manage the Executive’s calendar to ensure effective time management.
• Balance and plan daily, weekly, and monthly commitments.
• Respond quickly to schedule adjustments to accommodate Hospital operations.
• Plan and execute logistical and administrative requirements for meetings and events.
• Prepare and circulate agendas, minutes, presentations, and materials.
• Make arrangements for in-person, hybrid, and virtual meetings.
• Arrange external travel and prepares itineraries.
• Maintain department recordkeeping systems.
• Input information into databases and spreadsheets, and monitors data validity.
• Evaluate and implement changes in systems.
• Monitor and reconcile budget reports and resolves discrepancies.
• Prepare materials for budgeting and reports.
• Collect and compile data, performs calculations, and prepares analyses.
• Organize secretarial, clerical, and administrative support services.
• Plan work schedules for coverage.
• Ensure work is performed according to policies and procedures.
• Recommend and maintain office systems and procedures for support services.
• Serve as liaison to support service departments.
• Create and edit correspondence, prepare presentations, and draft communications.
• Maintain effective filing and document management system.
• Interface with vendors and support Executive’s business relationships.
• Handle other assigned projects.

Schedule : M-F, fulltime, Hybrid (2-3 days a week in office)

To qualify, you must have :

• Bachelors Degree or equivalent experience
• Minimum 3-5 years relevant administrative experience in supporting an executive / leader and / or in a complex, fast-paced environment.
• Demonstrates advanced platform presentation skills, exceptional interpersonal skills, and excellent written and verbal communication skills.
• Uses advanced analytical skills to resolve problems that require the use of basic scientific, mathematical, or technical principles.
• Works with a high degree of independence from conception to completion.
• Performs well under pressure and can handle a wide variety of simultaneous activities and confidential matters with trust, confidence, and discretion.
• Displays strong analytical skills to resolve problems that require the use of basic scientific, mathematical, or technical principles.
• Communicates effectively both orally and in writing and shows empathy in difficult interpersonal situations.
• Excels in prioritizing, overseeing, and managing projects.
• Works with diverse internal and external constituencies spanning front-line staff to senior-level executives and a variety of external stakeholders.
• Takes personal initiative and can work both independently and as part of a team.
• Meets deadlines in a complex and fast-paced environment.
• Highly adaptable to new technologies and has expert knowledge of all key Hospital administrative operating systems, including the Microsoft Office suite and PeopleSoft.

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.

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