Executive Assistant, SVP

Job Summary

The Executive Assistant, SVP will be responsible for :

• Organizing and overseeing administrative support services for a Senior Vice President.
• High volume calendar management for the Senior Vice President which includes scheduling appointments and meetings and maintaining Outlook calendar.

Reserving meeting locations, ordering supplies and preparing agenda and other materials. Preparing travel arrangements, including airline reservations and hotel accommodations (internationally and nationally).

• Providing project coordination support for multiple large projects with cross functional teams, including taking minutes, capturing action items, and ensuring follow-up occurs.
• Planning work schedules to ensure adequate coverage for critical administrative functions. Monitoring and ensuring work is performed in conformance with established hospital and departmental policies and procedures.

Recommending and assisting in development and implementation of departmental administrative policies and procedures.

• Monitoring and maintaining department record keeping systems, including highly sensitive and / or critical administrative and financial data.
• Overseeing information input into computer databases and spreadsheets, monitoring data validity and compiling, printing and distributing periodic reports and other information as needed.
• Monitoring and reconciling budget reports and department expenses, researching and resolving errors or discrepancies.
• Collecting, organizing and preparing information required for preparation of annual budget and other complex reports and documents.

Collecting and compiling data from diverse sources, performing calculations, and preparing analyses for supervisor's review.

• Planning, preparing and organizing logistic and administrative requirements for seminars, conferences and other programs or events.
• Monitoring and maintaining department supply inventory and computer equipment. Serving as liaison to support service departments to request and coordinate provision of needed services.
• Leading work of designated office support personnel. Training and orienting new personnel and communicating changes in hospital and departmental policies and procedures.

To qualify, you must have :

• Work requires the level of knowledge typically acquired through completion of two years of occupationally specific education or an Associate's degree in business or a closely related field.
• Minimum of three (3) years of experience required.
• Project management experience strongly preferred.
• Work requires the 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.

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.

Experience the benefits of passion and teamwork.