Executive Assistant- Urology

Boston Children’s Hospital; Boston (MA); Hybrid; USD 55,000 - 75,000; Full time

Job summary

Boston Children’s Hospital is seeking an Administrative Assistant to provide organizational support to senior leadership. This role requires professional discretion and the ability to triage a wide range of issues while maintaining confidential information.

You will manage calendars, arrange travel, plan meetings and events, draft communications, and maintain the department's filing system. A bachelor's degree and at least one year of relevant experience are required; the position offers a

Qualifications

• Bachelor's degree or equivalent experience required.
• Ability to work independently with a high level of discretion.
• Strong communication and organizational skills.
• Experience supporting senior leadership preferred.

Responsibilities

• Triage issues and requests with professional judgment and tact.
• Manage supervisor calendars and travel arrangements.
• Plan, coordinate, and execute meetings and events.
• Draft emails and communications under guidance.
• Maintains filing and document management systems.
• Liaises with vendors and external stakeholders.
• Handles multiple tasks in a fast-paced environment.
• Assist with additional duties in public health emergencies if needed.

Skills

Strong communication

Calendar management

Travel coordination

Discretion

Education

Bachelor's Degree or equivalent experience

Tools

Microsoft Office

PeopleSoft

Job description

Position Summary

Provides administrative and organizational support to Senior Leadership.The statements below describe the essential duties of the person or persons assigned to this job. They are not intended as an exhaustive list of all job duties and responsibilities. In the event of a public health emergency, you may be asked to assume additional duties in other areas of the organization if needed.

Key responsibilities

• Exercises judgment and discretion to handle incoming issues and requests, determining appropriate actions, responses, and solutions in a responsive and professional manner.
• Understands and effectively utilizes relevant Hospital chains of command and reporting systems to effectively triage a range of matters, including time-sensitive, challenging, confidential, and/or sensitive business and employee information and matters. Able to de-escalate personnel situations as necessary.
• Manages supervisor's calendars and meeting schedules with consideration of timing, sequencing, and meeting location/travel requirements.
• Arranges external travel and itineraries.
• Plans, prepares, and executes logistical and administrative requirements for meetings, interviews, seminars, conferences, and special events.
• Circulates agendas, minutes, presentations, and other materials. Coordinates logistical and technological arrangements to ensure seamless execution.
• Drafts emails as directed, creates and edits correspondence with manager guidance, and drafts other communications as directed.
• Accurately maintains an effective filing and document management system for department information and/or files.
• Interacts with vendors and external parties.
• Completes other projects as assigned..

Minimum qualifications

Education:

• Bachelors Degree or equivalent experience

Experience

• 1 year of relevant experience required. 3 years preferred.
• Must have the ability to work with a high degree of independence from conception to completion.
• Must be able to work under pressure and handle a wide variety of simultaneous activities and confidential matters with trust, confidence, and discretion.
• Analytical skills to resolve problems that require the use of basic scientific, mathematical, or technical principles.
• Work requires the ability to communicate effectively both orally and in writing and provide empathy in difficult interpersonal situations.
• Must have the ability to prioritize, oversee, and manage projects.
• Ability to work with diverse internal and external constituencies spanning front-line staff to senior-level Executive(s)s as well as a variety of external stakeholders.
• Highly adaptive to new technologies and expert in all key Hospital administrative operating systems, including the Microsoft Office suite and PeopleSoft.
• Ability to take personal initiative and work independently, as well as part of a team.
• Ability to meet deadlines in a complex and fast-paced environment.

Schedule

M-F, hybrid. 4 days onsite, 1 day from home.