Executive Assistant, Department of Surgery

Mount Auburn Hospital; Cambridge (MA); On-site; USD 65,000 - 90,000; Full time

Job summary

A healthcare institution in Cambridge, MA is seeking an Executive Assistant for the Department of Surgery. This role involves providing administrative support to senior leadership, managing calendars, and coordinating communication and activities within the department. The ideal candidate will have a strong background in healthcare environments and the ability to maintain confidentiality. Proficiency in Microsoft Office is essential for this position. This is a full-time role with regular hours.

Qualifications

• 5–7 years of related experience, preferably in a healthcare organization.
• Demonstrated leadership experience to navigate, facilitate, and influence work.
• Ability to maintain complete confidentiality on all hospital matters.
• Proficiency with Microsoft Office and videoconferencing software.

Responsibilities

• Coordinates and processes office administrative tasks.
• Manages the Chair’s calendar and travel arrangements.
• Acts as advisor to internal and external contacts.
• Assist in implementing new or revised systems and procedures to improve efficiency.
• Coordinate departmental staff activities, training, scheduling, and performance monitoring.
• Transcribe medical reports and prepare correspondence and memos; edit manuscripts for grammar and style.

Skills

Excellent diplomacy

Strong analytical skills

Organizational skills

Communication skills

Proficiency with Microsoft Office

Project coordination

Education

Associate degree

Bachelor’s degree preferred

Tools

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Videoconferencing software

Job description

Overview

Executive Assistant, Department of Surgery at Mount Auburn Hospital in Cambridge, MA. The Executive Assistant provides administrative support to RN Senior Leadership and the Chair of the Department of Surgery. The role requires handling confidential information and coordinating with faculty, medical staff, patients, and hospital/BILH system administrative management.

Job Details

Job Type: Regular

Time Type: Full time

Work Shift: Day (United States of America)

FLSA Status: Exempt

Location: Mount Auburn Hospital, Cambridge, MA

Responsibilities

• Coordinates and processes office administrative tasks. Utilizes MS Office and graphics software to format and generate materials for data presentation, including correspondence, memos, reports, charts, manuals, and minutes of meetings, slides, and presentations.
• Manages the Chair’s calendar, meeting schedules, travel arrangements, and agenda preparation. Arranges hospital-related travel for the Chair and coordinates visits by vendors, guests, and other visitors.
• Acts as advisor to internal and external contacts, monitors progress on important matters, and follows up to ensure disposition. Coordinates special projects for the executive office (e.g., board/committee meetings, policies, events, or reports; database maintenance).
• Uses technology and process improvements to increase efficiency. Provides troubleshooting, feedback, and assists in implementing new or revised systems and procedures.
• Coordinates medical office activities as assigned, including training, scheduling, and supervising departmental staff; recommends process improvements and monitors performance.
• Transcribes medical reports for the Chair from dictation and produces correspondence, reports, and memos from drafts. Proofreads/edits manuscripts and professional papers for grammar, spelling, and style.
• May coordinate divisional residency, fellowship, clerkship, and/or graduate or undergraduate education programs.
• Schedules and coordinates patient visits and medical procedures for inpatients and outpatients, including coordination with admitting, the OR, testing centers, and pre-admission services.

Minimum Qualifications

• Associate degree or equivalent from a two-year college required; Bachelor’s degree preferred.
• 5–7 years of related experience, preferably in a healthcare organization.
• Demonstrated leadership experience to navigate, facilitate, and influence work.
• Excellent diplomacy, discretion, tact, and judgment.
• Strong analytical and organizational skills with good business judgment.
• Ability to prioritize competing workloads, multi-task, and maintain attention to detail.
• Ability to maintain complete confidentiality on all hospital matters.
• Proficiency with Microsoft Office (Excel, Word, PowerPoint) and advanced technical/computer skills, including videoconferencing software.
• Experience managing projects and handling new tasks with confidence.
• Broad understanding of hospital policies and practices.
• Ability to work independently and in a team environment; strong communication and networking skills.
• Provides backup EA support for the President as needed.

Physical Requirements & Environment

Normal office environment. Vaccination against influenza is a condition of employment for all staff.

Equal Opportunity Employer/Veterans/Disabled