Executive Assistant to Chair (Family Medical & Community Health) 40 hours, days

UMass Memorial Health; Worcester (MA); On-site; USD 45,000 - 70,000; Full time

Job summary

An established industry player is seeking an Executive Assistant to support the Chair of Family Medical & Community Health. This role is pivotal in ensuring smooth office operations and effective communication. Responsibilities include managing calendars, coordinating meetings, and supporting special projects, all while maintaining a high standard of professionalism. The ideal candidate will possess strong analytical, organizational, and communication skills, along with a commitment to confidentiality. Join a team that values exceptional patient care and fosters a collaborative environment, where your contributions will make a significant impact on the health of the community.

Benefits

Signing Bonus

Health Insurance

Retirement Plan

Paid Time Off

Professional Development

Flexible Hours

Qualifications

• 5+ years of secretarial experience, preferably in healthcare.
• Proficient in Microsoft Office and strong organizational skills.

Responsibilities

• Manage executive's calendar, schedule meetings, and travel.
• Coordinate office administrative paperwork and special projects.

Skills

Diplomacy

Discretion

Tact

Analytical Skills

Organizational Skills

Communication Skills

Project Management

Attention to Detail

Multi-tasking

Confidentiality

Education

Associate Degree

Bachelor's Degree

Tools

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Video Conferencing Software

Job description

Executive Assistant to Chair (Family Medical & Community Health) 40 hours, days

Executive Assistant to Chair (Family Medical & Community Health) 40 hours, days

Apply remote type On-site (100% Onsite) locations Worcester, MA University Campus time type Full time posted on Posted 2 Days Ago job requisition id R25100911

Exemption Status: Non-Exempt

Schedule Details: Monday through Friday

Scheduled Hours: 8:00-4:30

Shift: 1 - Day Shift, 12 Hours (United States of America)

Hours: 40

This position may have a signing bonus available; a member of the Recruitment Team will confirm eligibility during the interview process.

Everyone Is a Caregiver

At UMass Memorial Health, everyone is a caregiver – regardless of their title or responsibilities. Exceptional patient care, academic excellence and leading-edge research make UMass Memorial the premier health system of Central Massachusetts, and a place where we can help you build the career you deserve.

I. Major Responsibilities:

1. Greets visitors. Coordinates and processes office administrative paperwork. Utilizes word processing and graphics software to format and generate various materials for meaningful presentation of data including correspondence, memos, reports, charts, tables, manuals, minutes of meetings, slides and presentations requiring a high standard of quality.
2. Establishes and maintains executive’s calendar making decisions to schedule meetings, appointments and travel time. Prepares agendas and appropriate documents to ensure efficient management of meeting schedules. Makes travel arrangements as needed for executives and handles arrangements for visits by vendors, board members and other visitors/guests.
3. Acts as an advisor to internal and external contacts and makes appropriate decisions. Monitors progress on important matters and follows up to ensure disposition. Answers questions and provides assistance relating to office operations, administrative processes, and established policies and procedures.
4. Coordinates specials projects as warranted for support of the executive office (e.g. board meeting, committee meetings, special presentations, departmental policies, events, or reports, database maintenance etc.).
5. Utilizes technology and LEAN process improvement tools to standardize work and eliminate waste and improve efficiency.
6. Orients new employees, may train employees in new procedures and provide ongoing instruction.
7. May perform miscellaneous clerical duties, including collating, sorting, faxing, filing, screening emails, and distributing/retrieving documents and mail.
8. Investigates assigned problems and determines method of research, data requirements and analysis techniques.
9. Provide phone coverage and back-up assistance for other executive assistants or admins as required.
10. May ensure basic set up and maintenance of office personal computers and associated equipment.

All responsibilities are essential job functions.

II. Position Qualifications:

License/Certification/Education:
Required:
1. Associate degree (A.A./A.S.) or equivalent from two-year college.

Preferred:
1. Bachelor’s degree.

Experience/Skills:
Required:
1. Must have 5 years of related secretarial experience, preferably in a healthcare organization.
2. Must have excellent skills in diplomacy, discretion, tact, and proper judgment.
3. Must have a great attitude with positive approach to people and tasks.
4. Strong analytical and organizational skills, with strong business judgement. Strong attention to detail.
5. Must have ability to prioritize workload of competing importance and multi-task.
6. Must have ability to adhere to an expectation of complete confidentiality on all business matters.
7. Must have excellent keyboarding skills and be proficient in Microsoft products (Excel, Word, PowerPoint).
8. Advanced technical, computer, and internet skills, including video/virtual conferencing software.
9. Must have prior experience managing projects and be confident in handling new tasks.
10. Must have broad understanding of hospital policies and practices.
11. Must be able to work independently, as well as working with others in a team environment assisting when necessary.
12. Must have excellent communication skills with the ability to network effectively with peers.

Unless certification, licensure or registration is required, an equivalent combination of education and experience which provides proficiency in the areas of responsibility listed in this description may be substituted for the above requirements.

III. Physical Demands and Environmental Conditions:

Work is considered sedentary. Position requires work indoors in a normal office environment.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

We’re striving to make respect a part of everything we do at UMass Memorial Health – for our patients, our community and each other.

As an equal opportunity and affirmative action employer, UMass Memorial Health recognizes the power of a diverse community and encourages applications from individuals with varied experiences, perspectives and backgrounds.

If you are unable to submit an application because of incompatible assistive technology or a disability, please contact us at [e-mail]. We will make every effort to respond to your request for disability assistance as soon as possible.