Executive Assistant to Department Chair

Spaulding Hospital - Boston and Cambridge; Boston (MA); Hybrid; USD 50,000 - 70,000; Full time

Job summary

Join Spaulding Hospital - Boston and Cambridge as an Administrative Assistant. This hybrid role involves providing essential administrative support to the Chief of Staff in a prestigious rehabilitation environment.

The ideal candidate should possess advanced administrative skills, a high school diploma, and a strong background in office applications. You'll manage schedules and assist with payroll functions, ensuring smooth operations in the team.

Qualifications

• 3-5 years of experience as an Administrative Assistant to an Executive or Senior Leader.
• Ability to proofread and edit written documents.
• Highly proficient in office applications.

Responsibilities

• Perform secretarial and administrative duties for an executive or chief.
• Manage schedule, arrange appointments, and prepare correspondence.
• Assist with payroll functions and maintain office supplies.

Skills

Advanced administrative skills

Communication skills

Organizational skills

Problem-solving

Leadership skills

Education

High School Diploma or Equivalent

Associate's Degree Related Field of Study

Job description

Overview

Monday through Friday day position. Hybrid Role: 4 days on site at the Spaulding Charlestown location.

This position will report to Chief of Staff of Spaulding Rehabilitation and will support the MGB Department Chair of Physical Medicine and Rehabilitation.

The Department of Physical Medicine and Rehabilitation at Spaulding Rehabilitation, Mass General Brigham, and Harvard Medical School is a nationally recognized leader in rehabilitation medicine, bringing together more than 100 full-time faculty across a dynamic academic, clinical, and research enterprise. Our faculty provide comprehensive rehabilitation care across inpatient, outpatient, and consultative settings, train the next generation of physicians and rehabilitation professionals, and lead innovative research focused on recovery, function, and quality of life. This integrated mission creates an exceptional environment for candidates who are committed to advancing patient care, education, discovery, and leadership in the field of Physical Medicine and Rehabilitation.

Summary

Specializes in providing administrative and secretarial support to executives or chairs (e.g., heads of divisions, departments, or administrative units). Responsibilities may include coordination and scheduling, correspondence and presentation preparation, and travel arrangements. Requires highly proficient/advanced administrative skills.

Does this position require Patient Care? No.

Essential Functions

Perform secretarial and administrative duties for an executive or chief.

• Manage schedule, arrange appointments, travel, meetings including coordinating documents, refreshments and resources, and conference calls.
• Prepares correspondence, meeting minutes or executive summaries.
• Maintains files and office supplies, budget records, reconciles and verifies expenses, and completes reimbursements.
• Work requires some analysis and use of initiative and independent judgment.
• Remain knowledgeable of corporate policy.
• Often called upon to interpret and communicate executive or board's intent to other employees.
• Perform payroll functions for executive team.
• Assists other administrative/executive assistants, and may assist with orientation and training of staff.
• May make contacts of a sensitive, complex, and confidential nature.
• Completes routine tasks under minimal supervision.

Education

High School Diploma or Equivalent required and Associate's Degree Related Field of Study preferred.

Experience

Experience as an Administrative Assistant to Executive or Chair or Senior Leader 3-5 years required.

Knowledge, Skills and Abilities

• Requires highly proficient/advanced administrative skills and office applications skills.
• Ability to proofread and edit written documents.
• Ability to manage more complex phone calls, and give more detailed information, solving more complex issues as appropriate.
• Highly proficient in all communication skills (phone, verbal and written).
• Ability to handle sensitive information and situations with poise and professionalism.
• Strong organizational, coordination and judgment skills.
• Ability to prioritize effectively.
• Ability to problem solve and troubleshoot.
• Ability to analyze a situation and determine best course of action within established guidelines.
• Basic math knowledge with some knowledge of bookkeeping.
• Advanced understanding and use of medical terminology and comprehension of billing and fiscal information.
• Ability to demonstrate good leadership skills in a team environment, including ability to provide guidance, orient, train and assist other administrative staff.

Physical Requirements

• Standing Occasionally (3-33%)
• Walking Occasionally (3-33%)
• Sitting Constantly (67-100%)
• Lifting Occasionally (3-33%) 20lbs - 35lbs
• Carrying Occasionally (3-33%) 20lbs - 35lbs
• Pushing Rarely (Less than 2%)
• Pulling Rarely (Less than 2%)
• Climbing Rarely (Less than 2%)
• Balancing Occasionally (3-33%)
• Stooping Occasionally (3-33%)
• Kneeling Rarely (Less than 2%)
• Crouching Rarely (Less than 2%)
• Crawling Rarely (Less than 2%)
• Reaching Occasionally (3-33%)
• Gross Manipulation (Handling) Constantly (67-100%)
• Fine Manipulation (Fingering) Frequently (34-66%)
• Feeling Constantly (67-100%)
• Foot Use Rarely (Less than 2%)
• Vision - Far Constantly (67-100%)
• Vision - Near Constantly (67-100%)
• Talking Constantly (67-100%)
• Hearing Constantly (67-100%)

Equal Opportunity Employer

The Spaulding Rehabilitation Hospital Corporation is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.