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Children's Hospital Boston Executive Assistant, Chief - Urology in Boston, Massachusetts

75158BRJob Posting Title:Executive Assistant, Chief - UrologyDepartment:UrologyAutoReqId:75158BRStatus:Full-TimeStandard Hours per Week:40 Job Posting Category:AdministrationJob Posting Description:This position is hybrid - 4 days onsite, 1 day remote per week.

Principal duties and responsibilities for the Executive Assistant, Chief position:

  • Exercises judgment and discretion to handle incoming issues and requests, determining appropriate actions, responses, and solutions in a responsive and professional manner.

  • Understands and effectively utilizes relevant Hospital chains of command and reporting systems to effectively triage a range of matters, including time-sensitive, challenging, confidential, and/or sensitive business and employee information and matters.

  • Manages the Executive’s calendar to ensure effective time management and prioritization of competing demands, applying independent judgment, knowledge of the organization, and understanding of the Executive’s needs and style to support the Executive’s success.

  • Highly responsive to and able to rapidly make schedule adjustments as necessary to respond to Hospital operations and the Executive’s responsibilities.

  • Plans, prepares, and executes logistical and administrative requirements for meetings, interviews, seminars, conferences, and special events.

  • Prepares and circulates agendas, minutes, presentations, and other materials for Executive and participants as applicable; may take minutes as requested.

  • Anticipates and makes logistical and technological arrangements to ensure in-person, hybrid, and virtual meetings execute seamlessly, and participant expectations are clear in advance.

  • Arranges external travel and prepares accurate itineraries.

  • Monitors and maintains department recordkeeping systems, including highly sensitive and/or critical administrative and financial data.

  • Monitors and reconciles budget reports and reconciles expenses, and works independently to research and resolve all errors or discrepancies.

  • Collects, organizes and prepares information, documents and materials required for assisting departmental administration in the preparation of annual budget, grant applications and other complex reports and documents for administrative, financial, clinical and/or research purposes.

  • Plans work schedules to ensure adequate coverage for critical administrative/clerical functions.

  • Recommends and assists in development and implementation of departmental administrative policies and procedures.

  • Serves as liaison to support service departments to request and coordinate provision of needed services.

  • Drafts emails, creates and edits correspondence, prepares presentations, and other communications as directed. Demonstrates superlative written and verbal communication skills, reflecting professionalism, accuracy, attention to detail, and clarity.

  • Accurately creates and maintains files and records, with ability to retrieve on demand; maintains an effective filing and document management system for department information and/or Executive files.

  • Interfaces with vendors and supports Executive’s business relationships with external parties.

  • Other duties as assigned.

To qualify, you must have:

  • Bachelors Degree or equivalent experience

  • Minimum 3 years relevant administrative experience in supporting an executive/leader and/or in a complex, fast-paced environment

  • Advanced presentation skills, interpersonal skills, as well as excellent written and verbal communication skills

  • Advanced analytical skills to resolve problems

  • Must have the ability to work with a high degree of independence, be able to work under pressure, handle a wide variety of simultaneous activities and confidential matters with trust, confidence, and discretion

  • Must have the ability to prioritize, oversee, and manage projects.

  • Ability to work with diverse internal and external constituencies spanning front-line staff to senior level executives as well as a variety of external stakeholders

  • Ability to meet deadlines in a complex and fast-paced environment

BCH offers competitive compensation and unmatched benefits.Office/Site Location:BostonRegular, Temporary, Per Diem:Regular Remote Eligibility :Part Remote/Hybrid