Strategic Healthcare Executive Assistant

BHMG Lifespan Physician Group, Inc., d/b/a Brown Health Medical Group; Dudley (MA); On-site; USD 39,000 - 63,000; Full time

Job summary

Brown University Health is seeking a detailed-oriented executive assistant to provide comprehensive secretarial and administrative support under the supervision of a Brown University Health Executive. The role involves scheduling, correspondence, meetings, travel bookings, payroll preparation, and maintaining confidential files.

Responsibilities include preparing complex reports, drafting documents, reviewing materials for accuracy, and guiding clerical staff.

Qualifications

• Equivalent to an Associate's Degree in Secretarial Science.
• Shorthand may be required.
• Comprehensive knowledge of PC word processing and spreadsheet software applications.
• Five years progressively responsible secretarial experience.

Responsibilities

• Schedules meetings as requested.
• types agendas and supporting documents
• compiles agendas, related materials and distributes to meeting members
• arranges for rooms and refreshments
• Maintains attendance records
• Types and distributes minutes and maintains copies for each committee
• Assists in preparing complex administrative reports, statements or rosters, performs difficult data and/or information gathering, computer complex calculations and drafts
• prepares special reports and analyses for review by a Brown University Health Executive
• Interviews visitors to the office of the Brown University Health Executive
• handles specific problems or requests within scope of authority
• Opens, sorts, and distributes all mail addressed to the Brown University Health Executive
• Maintains appointment schedule, arranges for meetings and conferences
• Books and makes reservations for travel and lodging accommodations as necessary for seminars and conferences
• Maintains accurate and orderly files of all office correspondence, maintains confidential and personal files
• Takes shorthand and/or transcribes dictation of correspondence reports and memoranda
• Performs a wide variety of typing duties such as composing correspondence and preparing forms, tables, charts, records, statistical tables and schedules
• Researches, fact finds, and assembles initial materials and data for various projects as requested
• Receives complaints
• Researches issues to point of resolution or referral to department heads
• Prepares payroll for approval
• May perform specialized functions pertaining to division or department operations including bulk purchasing of supplies and materials and requisitioning regular office supplies
• Maintains schedule, trains, and orients division clerical staff
• Provides direction and guidance to secretarial staff within administrative area
• Maintains Administrative Manual (i.e., typing and distribution of new policies/procedures, revisions to policies, maintain files, assembles manuals)
• Records expenses and tracks to budgeted expenses, notes areas of potential concern attention
• Reviews correspondence, memoranda, and routine reports prepared by others for executive 's signature; checks format, typographical accuracy, compliance with procedural instructions, and ensures that necessary background material is attached
• May requisition regularly used office supplies with authority to sign for purchases within specified limits
• Maintains quality assurance, safety, environmental, and infection control in accordance with established system policies, procedures, and objectives
• Performs other related duties as required

Skills

Secretarial experience

Word processing

Spreadsheet software

Shorthand

Office administration

Education

Associate's Degree in Secretarial Science

Tools

PC word processing

Spreadsheet software

Job description

Brown University Health is seeking a detailed-oriented executive assistant to provide comprehensive secretarial and administrative support under the supervision of a Brown University Health Executive. The role involves scheduling, correspondence, meetings, travel bookings, payroll preparation, and maintaining confidential files.

Responsibilities include preparing complex reports, drafting documents, reviewing materials for accuracy, and guiding clerical staff.