Executive Assistant to the CEO

Boston Medical Center (BMC); Boston (MA); On-site; USD 70,000 - 98,000; Full time

Job summary

Boston Medical Center Health System (BMCHS) is seeking an Executive Assistant to the CEO to provide comprehensive executive support to the Chief Executive Officer and the Office of the CEO. You will manage complex calendars, coordinate meetings, prepare briefing materials, and handle confidential communications while liaising with Board members and external partners.

The role requires a Bachelor's degree and at least 5 years of progressive office administration experience.

Qualifications

• Superior verbal/written English communication skills with excellent editing and proofreading.
• Proficient with MS Office suite and web browsers.
• Ability to work independently and exercise independent judgment.
• Excellent interpersonal skills to handle confidential information and interact with diverse stakeholders.
• Ability to collaborate with colleagues and adapt to a dynamic environment.
• Strong problem solving skills and discretion with sensitive information.

Responsibilities

• Provide comprehensive executive support to the CEO and leadership team, including calendar management, meeting coordination, and preparation of materials.
• Maintain CEO calendar with strategic prioritization and proactive planning to prevent conflicts.
• Represent the Office of the CEO to Board members, physicians, donors, and external partners with discretion.
• Coordinate executive meetings and Board meetings, including materials, minutes, and follow-up items.
• Manage confidential communications and correspondence, ensuring accuracy and alignment with standards.
• Coordinate domestic travel arrangements and detailed itineraries.
• Support special projects and process improvements to enhance efficiency and compliance.

Skills

Verbal/written English

Independent judgment

Interpersonal skills

Collaboration

Problem solving

Discretion with confidential info

Education

Bachelor's Degree or equivalent

Tools

Microsoft Office (Word, Excel, Access, PowerPoint, Outlook)

Job description

Provides exceptional executive support to the Chief Executive Officer of Boston Medical Center Health System as a key member of the Office of the CEO team. Supports the CEO’s daily operations through complex calendar management, meeting and event logistics, travel coordination, and preparation of confidential materials. Serves as a key point of contact and liaison between the Office of the CEO and a broad range of internal and external stakeholders, including the Board of Trustees, executive leadership, physicians, donors, community partners, government officials, and other key constituents. Demonstrates outstanding organizational skills, professionalism, discretion, and judgment while managing sensitive information, competing demands, and evolving priorities in support of the CEO and BMC Health System’s mission.

Position: Executive Assistant to the CEO

Department: Strategic Plan

Schedule: Full Time

Essential Responsibilities / Duties

• Administrative & Office Support

• Provides comprehensive executive support to the Chief Executive Officer and key departmental leadership, including managing complex calendars, scheduling meetings and appointments, coordinating follow-up on action items, preparing executive correspondence, reports, presentations, and briefing materials, and ensuring the efficient operation of the Office of the CEO. Work in close coordination with members of the Office of the CEO and other executive support staff, in a high-pace, dynamic environment, using collaborative project management software
• Maintains the CEO's calendar with a strategic lens, exceptional attention to detail, proactively managing competing priorities, preventing scheduling conflicts, and ensuring appropriate preparation for meetings and engagements.
• Serves as a professional representative and ambassador of the Office of the CEO when interacting with Board members, physicians, patients, donors, executive leadership, hospital staff, community partners, and other internal and external stakeholders. Receives and directs visitors, responds to inquiries, and exercises sound judgment and discretion in handling requests and communications.
• Set up meetings involving meetings of the executive leadership team, including ensuring that materials are prepared in advance and setting up (and troubleshooting) the necessary technology.
• Manages telephone calls and executive communications with professionalism and courtesy, independently determining the nature and priority of requests and initiating appropriate action. Responds to routine and non-routine inquiries, both verbally and in writing, in accordance with established protocols.
• Coordinates domestic travel arrangements, including transportation, hotel accommodations, registrations, and detailed travel itineraries.
• Handles highly sensitive and confidential written, electronic, and verbal communications involving executive leadership, Board governance, personnel matters, philanthropy, strategic initiatives, and organizational operations with the highest degree of professionalism and discretion
• Special Projects Support
• Recommends and implements improvements to administrative processes, systems, policies, and workflows to enhance the efficiency and effectiveness of the Office of the CEO and departmental operations while ensuring compliance with organizational and regulatory requirements.
• Ensures that executive communications, including correspondence, donor acknowledgements, emails, and other written materials, are accurate, consistent, and aligned with organizational standards.
• Plans, organizes, and coordinates executive meetings, Board meetings, and special events, including scheduling, conference room reservations, audiovisual support, catering, agenda preparation, meeting materials, attendance tracking, meeting minutes, and follow-up on action items.
• Maintains office equipment and supplies, coordinates vendor and IT support as needed, and ensures the efficient operation of the executive office environment.
• Serves as a liaison between the Office of the CEO and internal departments, affiliated organizations, vendors, community partners, and external stakeholders to facilitate effective communication and collaboration.
• Maintains confidential records in accordance with HIPAA regulations and organizational privacy, security, and compliance standards.

Education

JOB REQUIREMENTS

• Bachelor's Degree or equivalent combination of training and experience.

Experience

• Minimum 5 years' experience in progressively more responsible positions in office administration.

Knowledge And Skills

• Superior verbal/written English communication skills, including excellent grammatical, editing and proofreading skills
• Highly proficient with Microsoft Office applications (i.e. MS Word, Excel, Access, PowerPoint, Outlook) and web browsers
• Ability to work independently and exercise independent judgment
• Excellent interpersonal skills necessary to be socially perceptive in accepting and relaying confidential information, communicating policies and procedures, and interacting effectively with a variety of Medical Center personnel and outside personnel
• Ability to work collaboratively with colleagues
• Strong problem solving skills
• Proven ability to work with confidential information

Compensation Range

$70,000.00- $98,000.00

This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, skills, and certifications/licensures as they directly relate to position requirements; as well as business/organizational needs, internal equity, and market-competitiveness. In addition, BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), discretionary annual bonuses and merit increases, Flexible Spending Accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well-being.

NOTE: This range is based on Boston-area data, and is subject to modification based on geographic location.

Equal Opportunity Employer/Disabled/Veterans

According to the FTC, there has been a rise in employment offer scams. Our current job openings are listed on our website and applications are received only through our website. We do not ask or require downloads of any applications, or “apps” job offers are not extended over text messages or social media platforms. We do not ask individuals to purchase equipment for or prior to employment.