Executive Assistant to the CEO

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

Benefits offered by this job

Medical plan

Dental plan

Vision plan

Pharmacy plan

Flexible spending accounts

403(b) matching

Paid time off

Job summary

Boston Medical Center is seeking an experienced Executive Assistant to support the CEO and senior leadership, managing calendars, meetings, travel, and confidential materials. You will liaison with board, physicians, donors, partners, and government officials, coordinate events, prepare briefing materials, and ensure smooth operations of the CEO office.

Demonstrated discretion, professionalism, and judgment are essential as you handle highly sensitive information and evolving priorities.

Qualifications

• Bachelor’s degree or equivalent combination of training and experience.
• Minimum of 5 years in progressively more responsible office administration roles.
• Superior verbal and written English, including editing and proofreading.
• Proficiency with Microsoft Office and web browsers.
• Ability to work independently and exercise independent judgment.
• Excellent interpersonal skills and ability to handle confidential information.

Responsibilities

• Provide executive support to the CEO and leadership, including calendar management and briefing materials.
• Coordinate domestic travel, meetings, and event logistics.
• Prepare executive correspondence, reports, and presentations.
• Represent the CEO Office with Board, physicians, donors, and stakeholders.
• Maintain confidential records and sensitive communications.

Skills

Executive communication

Microsoft Office

Independent judgment

Interpersonal skills

Stakeholder coordination

Discretion and confidentiality

Education

Bachelor’s Degree or equivalent

Job description

Overview

Provides executive support to the Chief Executive Officer (CEO) of Boston Medical Center Health System. Supports the CEO’s daily operations through calendar management, meeting and event logistics, travel coordination, and preparation of confidential materials. Serves as a liaison between the Office of the CEO and internal and external stakeholders, including the Board of Trustees, executive leadership, physicians, donors, community partners, government officials, and other constituents. Demonstrates professionalism, discretion, and judgment while handling sensitive information and evolving priorities in support of the CEO and BMC Health System’s mission.

Responsibilities

• Provide comprehensive executive support to the CEO and key departmental leadership, including calendar management, scheduling, follow-up on action items, and preparation of executive correspondence, reports, presentations, and briefing materials.
• Collaborate with Office of the CEO staff in a high-pace environment using collaborative project management software.
• Maintain the CEO's calendar with attention to priorities, prevent scheduling conflicts, and prepare for meetings and engagements.
• Represent the Office of the CEO professionally with Board members, physicians, patients, donors, executive leadership, hospital staff, community partners, and other stakeholders.
• Greet visitors, respond to inquiries, and exercise sound judgment in handling requests and communications.
• Set up executive leadership meetings, ensure materials are prepared in advance, and coordinate necessary technology and logistics.
• Manage telephone communications with professionalism, determine priority, and initiate appropriate actions.
• Respond to routine and non-routine inquiries in accordance with established protocols.
• Coordinate domestic travel arrangements, including transportation, hotel accommodations, registrations, and detailed itineraries.
• Handling highly sensitive written, electronic, and verbal communications involving executive leadership, Board governance, personnel matters, philanthropy, strategic initiatives, and operations with confidentiality and discretion.
• Plan and coordinate executive meetings, Board meetings, and special events, including scheduling, room reservations, audiovisual support, catering, agenda preparation, materials, attendance tracking, minutes, and action-item follow-up.
• Maintain office equipment and supplies; coordinate vendor and IT support as needed; ensure efficient operation of the executive office environment.
• Serve as a liaison between the Office of the CEO and internal departments, affiliated organizations, vendors, and external partners to facilitate communication and collaboration.
• Maintain confidential records in accordance with HIPAA and organizational privacy, security, and compliance standards.

Qualifications

• Education: Bachelor’s Degree or equivalent combination of training and experience.
• Experience: Minimum of 5 years in progressively more responsible office administration roles.
• Knowledge and Skills:
  • Superior verbal and written English communication, including editing and proofreading.
  • Proficiency with Microsoft Office (Word, Excel, Access, PowerPoint, Outlook) and web browsers.
  • Ability to work independently and exercise independent judgment.
  • Excellent interpersonal skills and ability to handle confidential information and interact with diverse stakeholders.
  • Collaborative, solution-focused approach and strong problem-solving abilities.

Compensation and Benefits

• Compensation Range: $70,000.00 – $98,000.00; the range is based on minimum qualifications and may vary by location and other factors.
• BMCHS offers comprehensive benefits including medical, dental, vision, and pharmacy plans; flexible spending accounts; 403(b) matching; paid time off; and opportunities for career advancement.

Equal Opportunity

Boston Medical Center is an equal employment/affirmative action employer. We provide equal employment opportunities regardless of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity and/or expression or any other non-job-related characteristic.