Executive Assistant- Urology

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

Benefits offered by this job

Flexible schedules

Affordable health insurance

Vision and dental insurance

Child care and student loan subsidies

Generous PTO

Job summary

Boston Children's Hospital is seeking an administrative professional to support Senior Leadership. The role covers calendar management, travel arrangements, and meeting logistics in a hybrid, M-F setting.

You will draft communications, maintain secure files, and liaise with vendors. A Bachelor's degree and 1 year of relevant experience are required, with up to 3 years preferred. Strong written and verbal communication is essential.

Qualifications

• Bachelor's Degree or equivalent experience.
• 1 year of relevant experience required; 3 years preferred.
• Ability to work independently from conception to completion.
• Ability to work under pressure and handle multiple confidential matters with discretion.
• Strong communication skills, both oral and written.
• Ability to prioritize, oversee, and manage projects.
• Proficiency in Microsoft Office and PeopleSoft.

Responsibilities

• Triage incoming issues and determine appropriate actions professionally.
• Use hospital command structures to triage matters, de-escalate when needed.
• Manage supervisor's calendars and travel planning.
• Arrange external travel and itineraries.
• Plan and execute meetings, interviews, seminars, conferences, and events.
• Circulate agendas, minutes, and presentations; coordinate tech/logistics.
• Draft emails and communications as directed by management.
• Maintain an effective filing and document system for department information.
• Interact with vendors and external parties.
• Complete other projects as assigned.

Skills

Communication skills

Discretion

Time management

MS Office

PeopleSoft

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.

The posted pay range is Boston Children's reasonable and good-faith expectation for this pay at the time of posting.

Any base pay offer provided depends on skills, experience, education, certifications, and a variety of other job-related factors.

Base pay is one part of a comprehensive benefits package that includes

• flexible schedules
• affordable health
• vision and dental insurance
• child care and student loan subsidies
• generous levels of time off
• 403(b) Retirement Savings plan
• Pension
• Tuition and certain License and Certification Reimbursement
• cell phone plan discounts
• discounted rates on T-passes

Experience the benefits of passion and teamwork.