Executive Assistant - EVP

Boston Children’s Hospital; Wellesley, Northern (MA, KY); Hybrid; USD 90,000 - 130,000; Full time

Job summary

Boston Children’s Hospital is seeking a highly skilled executive assistant to support a Senior Vice President level; you will manage complex calendars, sensitive communications, meetings, travel logistics, and broad departmental operations.

You will handle budgeting and expense processes, prepare reports and materials, coordinate in-person and virtual meetings, and safeguard confidential information with sound judgment.

Qualifications

• Bachelor’s degree required.
• Experience supporting a Senior Vice President or higher.
• Strong discretion and judgment.
• Ability to manage complex schedules and travel logistics.

Responsibilities

• Exercise judgment and discretion in handling issues and requests professionally.
• Triage time-sensitive and confidential matters using established reporting systems.
• Manage executive calendar to balance competing demands and rapid schedule changes.
• Plan, prepare, and execute meetings, interviews, seminars, conferences, and events.
• Prepare meeting materials and take minutes as requested.
• Coordinate in-person, hybrid, and virtual meeting logistics.
• Arrange external travel and accurate itineraries.
• Monitor and maintain department recordkeeping systems.
• Oversee data inputs, compile reports, and prepare analyses.
• Evaluate and implement system improvements as appropriate.
• Monitor and reconcile budget reports and expenses.
• Prepare materials for budgets, grants, and complex documents.
• Create spreadsheets and graphs for supervisor review.
• Organize support services and ensure coverage for critical functions.
• Monitor conformity with policies and procedures.
• Support departmental business and financial operations.

Skills

Executive calendar management

Confidential matter handling

Meeting & event coordination

Budgeting & expense processes

Document preparation & reporting

Education

Bachelor’s Degree

Tools

Microsoft Excel

PowerPoint

Word

Databases & reporting

Job description

Position Summary

Provides expert-level administrative and organizational support to a Senior Vice President level or above, including management of complex scheduling, sensitive communications, meeting and travel logistics, records and reporting, budget and expense processes, and broader departmental administrative operations. The role requires strong judgment, discretion, responsiveness, and the ability to support business and financial operations while ensuring efficient execution of executive priorities.

Key Responsibilities

• Exercise judgment and discretion in handling incoming issues and requests, determining appropriate actions, responses, and solutions in a responsive and professional manner.
• Use Hospital chains of command and reporting systems to triage time-sensitive, challenging, confidential, and sensitive business and employee matters, including de-escalating personnel situations as needed.
• Manage the Executive’s calendar to support effective time management and prioritization of competing demands, while balancing daily, weekly, and monthly commitments and making rapid schedule adjustments as needed.
• Plan, prepare, and execute logistical and administrative requirements for meetings, interviews, seminars, conferences, and special events.
• Prepare and circulate agendas, minutes, presentations, and other meeting materials, and take minutes as requested.
• Coordinate in-person, hybrid, and virtual meeting logistics to ensure seamless execution and clear participant expectations.
• Arrange external travel and prepare accurate itineraries.
• Monitor and maintain department recordkeeping systems, including sensitive administrative and financial data.
• Oversee database and spreadsheet inputs, monitor data validity, and compile, print, and distribute periodic reports and related information.
• Evaluate, recommend, and implement changes or upgrades to systems as appropriate.
• Monitor and reconcile budget reports and expenses, and independently research and resolve errors or discrepancies.
• Collect, organize, and prepare materials needed for annual budgets, grant applications, and other complex administrative, financial, clinical, and/or research documents.
• Compile data from diverse sources, perform calculations, create spreadsheets, graphs, and charts, and prepare analyses for supervisor review.
• Organize and oversee secretarial, clerical, and administrative support services, including planning work schedules to ensure coverage for critical functions.
• Monitor work to ensure conformance with established hospital and departmental policies and procedures.
• Recommend, implement, and maintain internal office systems, procedures, and departmental administrative policies to support efficient operations.
• Support the Department’s and Executive’s business and financial operational responsibilities, including tracking expenses, administering contract management processes, ensuring timely contract execution, and handling purchase orders and reimbursements.

Preferred Education

• Bachelor’s Degree

Experience Required

• Experience providing expert-level administrative and organizational support to a Senior Vice President level or above.
• Experience managing complex executive calendars, competing priorities, and rapid schedule changes.
• Experience handling confidential, sensitive, and time-sensitive business and employee matters with sound judgment and discretion.
• Experience coordinating meetings, events, travel, and executive communications and materials.

Experience Preferred:

• Experience with AI tools, like ChatGPT, Claude, etc.
• Minimum 3 years of relevant administrative experience in supporting an executive/leader and/or in a complex, fast-paced environment.