Job Information
Children's Hospital Boston Executive Assistant - Ophthalmology in Boston, Massachusetts
69935BRJob Posting Title:Executive Assistant - OphthalmologyDepartment:OphthalmologyAutoReqId:69935BRStatus:Full-TimeStandard Hours per Week:40 Job Posting Category:AdministrationJob Posting Description:We are seeking an Executive Assistant with a strong ability to drive effective and efficient department leadership calendars, scheduling, record systems, special projects, key meeting minutes and communication. This position is a key partner with the leadership team to work under minimal supervision and within established procedures/policies. This is a tremendous opportunity to join a very high energy, growing group with a remarkable team of highly accomplished researchers, faculty, staff, and academic institutional colleagues. Our group has an enterprising and entrepreneurial spirit that has been quite satisfying to our team at all levels; we look forward to meeting you if you would fit in well and perform at a high level.
The Executive Assistant will be responsible for:
Using tact and discretion in receiving and screening visitors and telephone calls and obtaining and relaying confidential and/or sensitive information. Plans and organizes work to comply with established priorities and deadlines in a quite complex and matrixed environment.
Organizing administrative support services. Ensuring work is performed in conformance with established hospital and departmental policies and procedures.
Maintaining dept recordkeeping systems, including highly sensitive and/or critical administrative and financial data. Oversees input of information into databases and spreadsheets, monitors data validity and compiles, prints and distributes periodic reports.
Monitors and reconciles budget reports and expenses; works independently to research and resolve errors or discrepancies. Collects, organizes and prepares information and materials required for assisting in the preparation of annual budget, grant applications and other complex reports and documents. Collects and compiles data from diverse sources, performs calculations, creates computer spreadsheets, graphs and charts, prepares analyses for supervisor's review.
Transcribes and types from rough draft correspondence, reports, manuscripts, charts and other materials for clinical, administrative or research purposes, including highly complex and/or confidential financial/business documents. Proofreads and edits materials for accuracy, consistency and clarity.
Plans and organizes seminars, conferences, meetings and other programs or events. Obtains and organizes planning information, reserves event location(s) and secures supplies, equipment and services.
Schedules appointments and meetings and maintains calendar. Prepares travel arrangements, including airline reservations and hotel accommodations.
Serves as liaison to support service departments to request and coordinate provision of needed services.
Provides positive and effective customer service that supports departmental and hospital operations.
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.
Three to four years’ experience required.
Demonstrated experience in managing priorities, range of staff, and high level of service and detail orientation skills. Ability to communicate effectively both orally and in writing and provide empathy in difficult interpersonal situations.
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.
BCH 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 Office/Site Location:BostonRegular, Temporary, Per Diem:Regular