Executive Assistant

Boston Medical Center (BMC) is more than a hospital. It´s a network of support and care that touches the lives of hundreds of thousands of people in need each year. It is the largest and busiest provider of trauma and emergency services in New England. Emphasizing community-based care, BMC is committed to providing consistently excellent and accessible health services to all—and is the largest safety-net hospital in New England. The hospital is also the primary teaching affiliate of the nationally ranked Boston University School of Medicine (BUSM) and a founding partner of Boston HealthNet – an integrated health care delivery systems that includes many community health centers. Join BMC today and help us achieve our Vision 2030 which is a long-term goal to make Boston the healthiest urban population in the world.

Position: Executive Assistant

Department: Emergency

Schedule: Full Time

• Provides executive administrative support to a Department Chair, Executive Director or Vice President and other department senior leaders, including, but not limited to: scheduling appointments, scheduling meetings, taking meeting notes, following up on meeting-generated tasks, preparing documents and slides using PowerPoint, Excel and Microsoft Word.   
• Composes high level correspondence and memoranda independently and with professional quality. Edits and proofreads all written materials and verifies the validity of data and documents contained in all reports prior to submission. 
• Analyzes, categorizes, prioritizes and distributes mail. May initiate responses for Chair’s review and/or complete and send out responses on his/her behalf, as per established protocols.
• Maintains Chair’s calendar and ensure it is up-to-date; coordinates vacation, schedules meetings and appointments with particular attention to preventing scheduling conflicts. 
• Makes registration and travel arrangements; makes hotel reservations; provides written itineraries for all travel plans.
• Schedules meetings, tracks responses; coordinates audio-visual and technology requirements, orders catering services, etc., as needed.  Prepares information packages for meetings, and distributes. Takes and prepares minutes of meetings, as required. Ensures that minutes and other written documents are accurate and professional.  
• Follows up with managers, to ensure adherence to project and tasks deadlines.
• Manages invoices and accounts payable for the department.  Manages subscriptions. Assists with monitoring departmental budget and account balances.
• Monitors and maintains inventory of office supplies and equipment.  Purchases supplies as needed and stays within established budget. Keeps office equipment in working order and contacts IT or service provider, as necessary, for repairs or replacements.
• Evaluates, develops and revises administrative systems in order to improve efficiency. 
• Handles telephone calls in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate disposition.  
• Creates reports, spreadsheets, charts, presentations or other correspondence requested.
• Performs office related duties such as maintaining departmental files, manuals and records; picking up mail, categorizing and delivering mail, storing and distributing office supplies, handling faxes, scanning, filing, photocopying collating materials, maintaining the update of policy manuals, etc.
• Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital matters.
• Acts as a liaison with external customers to ensure efficient communications.  Conducts online and other types of research
• Performs other duties as assigned or as necessary.

Education:

Bachelors Degree in related field is required or a combination of additional experience and training will be considered

Experience:

• Three to five years of experience in progressively more responsible positions in office administration with a high proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).
• 1-2 years professional work experience with project management, data management, policy research, non-profit fundraising, or related experience highly preferred.

Knowledge and Skills:

• Excellent communication skills and diplomacy to interact and communicate effectively with external contacts and hospital staff.
• Must be exceptionally organized to multitask, prioritize and meet deadlines and schedules; must be able to keep others organized and on track.
• Excellent written and verbal communication skills.
• Good critical thinking skills and demonstrated comfort and ability to work independently once given direction.
• High proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).

Compensation Range:

This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, skills, and certifications/licensures as they directly relate to position requirements; as well as business/organizational needs, internal equity, and market-competitiveness. In addition, BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), discretionary annual bonuses and merit increases, Flexible Spending Accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well-being. 

NOTE: This range is based on Boston-area data, and is subject to modification based on geographic location.

Equal Opportunity Employer/Disabled/Veterans

According to the FTC, there has been a rise in employment offer scams. Our current job openings are listed on our website and applications are received only through our website. We do not ask or require downloads of any applications, or “apps” job offers are not extended over text messages or social media platforms. We do not ask individuals to purchase equipment for or prior to employment.