Executive Assistant

Ophthalmic Consultants of Boston (OCB) is currently searching for a dynamic Executive Assistant to join our team. The Executive Assistant provides high level administrative and organizational support to the Chief Operating Officer (COO), VP of Finance, VP of Human Resources, VP of Operations and VP of Revenue Cycle. As a crucial aide to the Chief Operating Officer (COO), the Executive Assistant will serve as an extension of the COO to handle a wide range of matters of organizational importance. The Executive Assistant manages the operations of the office of the COO, coordinates and oversees executive level meetings and strategic initiatives. This role requires strong critical thinking skills, the ability to navigate complex situations, and the capacity to build strong relationships with high-level internal and external vendors.
The Executive Assistant is responsible for upholding OCB’s values of outstanding patient care, Unity,
Ethics & Integrity, Fairness, Operational Excellence, and Fiscal Responsibility.
Summary of Responsibilities:

• Prioritizes COO’s daily tasks which may include calendar management, meeting and event planning, and executive documentation and presentation preparation.
• Prepares for and attends executive level meetings including Executive Board, Advisory Committee, Management Team, and Board of Directors meetings which includes preparing agendas, slides, taking notes and distributing minutes.
• Responsible for logistical components of executive level meetings including agenda creation, note taking, scheduling, organizing AV, developing presentations, communicating with attendees.
• Works independently on projects and initiatives assigned by COO, VP of Finance, VP of Human Resources, VP of Operations and VP of Revenue Cycle.
• Serves as a primary liaison with leaders and external vendors to ensure overall effectiveness of the COO office.
• Provides administrative support for MD recruiting, onboarding and offboarding.
• Develop and maintain documentation management system. Ensures structure and proper indexing of documents efficiently including confidential legal documents such as physician contracts and amended agreements.
• Maintains leases, financial agreements, and related legal documents.
• Coordinates meeting schedule for the Board of Directors, Committees, Executive Leadership Team, etc.
• Performs related job duties as required.

Qualifications:

• Bachelor’s degree preferred.
• Minimum of four years of related experience.
• Project management experience, PMP certification desirable.
• Advanced PowerPoint skills and the ability to develop/structure presentations with compelling narratives, graphics, and visual design in support of executive presentations.
• Impeccable integrity with the ability to handle sensitive information with discretion and maintain confidentiality.
• Experience working with senior executives and strong attention to detail.
• Demonstrates outstanding interpersonal skills.
• Proven track record of completing projects on time.
• Exceptional written and verbal communication skills.
• Strong strategic thinking, analytical and research skills
• Flexibility to work within a fast-paced, changing environment.
• The ability to prioritize, manage deadlines, and handle changing priorities in a dynamic and fast paced environment.
• Must possess the ability to anticipate needs and to act proactively.