Temp- Executive Assistant

Boston Children’s Hospital; Boston (MA); Hybrid; USD 65,000 - 90,000; Full time

Job summary

Boston Children's Hospital is seeking an Executive Assistant to provide high-level administrative support to its radiology leadership, including calendar management, travel planning, and materials preparation. You will coordinate meetings, draft documents, and ensure efficient office operations in a fast-paced environment.

Ideal candidates have 7+ years in executive assistance, superb communication, confidentiality, and strong MS Office skills, with a track record of solving problems and

Qualifications

• Minimum 7 years of experience in administrative support, including at least 1 year in executive-level administrative support.
• Excellent Customer Service skills
• Must be detail oriented and have the strong ability to multi-task and prioritize in a fast-paced environment.
• Proven experience as an Executive Administrative Assistant or Senior Executive Assistant
• Full comprehension of office management systems and procedures
• Excellent knowledge of MS Office
• Exemplary planning and time management skills
• Up to date with advancements in office systems and applications
• Ability to multitask and prioritize daily workload
• High level verbal and written communications skills
• Discretion and confidentiality required
• Must demonstrate ability to maintain strict confidentiality on all information retained within Department.

Responsibilities

• Provide administrative support to Radiology clinical leadership, including Division Chief of Interventional Radiology and Division Chief of Neuroradiology.
• Schedule meetings and maintain administrative calendars for Division Chiefs and Vice-Chair; coordinate with clinical schedulers.
• Prepare travel arrangements, including airline reservations and hotel accommodations.
• Prepare and submit expense reimbursements for Division Chiefs and Vice-Chair; coordinate division events as needed.
• Maintain and update CVs for Division Chiefs and Vice-Chair.
• Transcribe and type for clinical, administrative, or research purposes, including confidential documents; draft and edit materials.
• Provide administrative support for leadership meetings, including agendas and minutes.

Skills

Customer service

Attention to detail

Multitasking & prioritization

Verbal & written communication

Discretion & confidentiality

Executive-level administrative support

Education

High School Diploma or GED

Tools

MS Office

Job description

Position Summary

The Executive Assistant supports executive-level leadership with dedicated executive administration and support of scheduling, event coordination, PowerPoint, and other presentations, and streamlining administrative processes. This role will include frequent communication and interaction with senior-level personnel, Directors, and external collaborators and contacts to assist with departmental objectives.

Key responsibilities

• Provide administrative support to Radiology clinical leadership, including Division Chief of Interventional Radiology, Division Chief of Neuroradiology, and incoming Vice-Chair of Research.
• Schedule meetings and maintain administrative calendars for Division Chiefs and Vice-Chair. Work closely with clinical schedulers to maintain Division Chiefs and Vice-Chair's clinical schedule.
• Prepare travel arrangements, including airline reservations and hotel accommodations.
• Prepare and submit expense reimbursements for Division Chiefs and Vice-Chair. Coordinate events for the division as needed.
• Maintain and update CVs for Division Chiefs and Vice-Chair.
• Transcribe and type for clinical, administrative, or research purposes, including highly complex and/or confidential financial/business documents. Draft, proofread, and edit materials for accuracy.
• Provide administrative support for leadership meetings, including preparing agendas and minutes.

Minimum qualifications

Education: High School Diploma or GED

Experience:

• Minimum of 7 years of experience in administrative support, including at least 1 year in executive-level administrative support.
• Excellent Customer Service skills
• Must be detail oriented and have the strong ability to multi-task. Must be able to successfully prioritize and manage a stressful, fast paced environment.
• Proven experience as an Executive Administrative Assistant or Senior Executive Assistant
• Full comprehension of office management systems and procedures
• Excellent knowledge of MS Office
• Exemplary planning and time management skills
• Up to date with advancements in office systems and applications
• Ability to multitask and prioritize daily workload
• High level verbal and written communications skills
• Discretion and confidentiality required
• ADDITIONAL INFORMATION: Must demonstrate ability to maintain strict confidentiality on all information retained within Department.