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Job Information
Children's Hospital Boston Executive Assistant -EAD/Chief in Boston, Massachusetts
76022BRJob Posting Title:Executive Assistant -EAD/ChiefDepartment:Medicine-Hematology/OncologyAutoReqId:76022BRStatus:Full-TimeStandard Hours per Week:40 Job Posting Category:AdministrationJob Posting Description:The Executive Assistant:
Handles incoming issues and requests in a responsive and professional manner
Utilizes relevant Hospital chains of command and reporting systems to effectively triage a range of matters. Able to de-escalate personnel situations
Manages the Executive’s calendar
Balances and plans reoccurring commitments
Is 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 meetings execute seamlessly, and participant expectations are clear in advance
Arranges external travel plans
Monitors and maintains department recordkeeping systems
Oversees input of information into computer databases and spreadsheets, monitors data validity and compiles, prints and distributes periodic reports and other information as needed
Evaluates, recommends and implements changes or upgrades in systems as appropriate
Monitors and reconciles budget reports and reconciles expenses
Collects, organizes and prepares information 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
Collects and compiles data from diverse sources, performs calculations, creates computer spreadsheets, graphs and charts, prepares analyses for supervisor's review
Organizes and oversees provision of administrative support services
Plans work schedules to ensure adequate coverage
Monitors and ensures work is performed in conformance with established hospital and departmental 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 drafts other communications
Accurately creates and maintains files and records
Interfaces with vendors and supports Executive’s business relationships
Completes other projects as assigned
To qualify, you must have:
Bachelors Degree or equivalent experience
3 years relevant experience in a complex, fast-paced environment
Advanced platform presentation skills, interpersonal skills, as well as excellent written and verbal communication skills
Advanced analytical skills to resolve problems that require the use of basic scientific, mathematical, or technical principles
Able to work with a high degree of independence from conception to completion, as well as part of a team
Able to work under pressure and handle a wide variety of simultaneous activities and confidential matters with trust, confidence, and discretion
Able to provide empathy in difficult interpersonal situations
Able to prioritize, oversee, and manage projects
Able to work with diverse internal and external constituencies spanning front-line staff to senior-level executives as well as a variety of external stakeholders
Highly adaptive to new technologies and expert in all key Hospital administrative operating systems
Able to take personal initiative
Able to meet deadlines
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.
#LI-Hybrid
Office/Site Location:BostonRegular, Temporary, Per Diem:Regular Remote Eligibility :Part Remote/Hybrid