Executive Assistant

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives. Under the general supervision of the Executive Team Leader, this position provides executive, administrative, and project, support across NHC. Must exercise independent judgment and decision making within the scope of the job. Serves as the principle point of administrative contact and liaison with internal and external constituencies. This position functions as the gatekeeper to the executive leader and is empowered to control access to and maintain their internal and external professional schedule(s). Has occasion to work with highly confidential strategic, financial and staff information. Performs a variety of administrative tasks in support of the larger activity of the functional unit. May provide specialist services in the areas of budget and fiscal management, public and community relations, and/or general business administration, as assigned.

Job Description:

Essential Duties & Responsibilities including but not limited to:
1. Provides assistance and support to the office principal in problem solving, project planning and management, and development and execution of stated goals and objectives. Administers the day-to-day activities; develops office policies, procedures, and systems which ensure productive and efficient office operation. Establishes and maintains office systems. Maintains and monitors relevant computerized systems/databases. Monitors and maintains all rosters and department/divisional lists. Oversees the operation of office accounts, and plans and monitors expenditures. Monitors department/divisional budget. Develops and maintains budget log and reports to on status and variances, and works to resolve discrepancies.
2. Serves as the primary point of administrative contact and liaison with other offices, individuals, and institutions; organizes and facilitates meetings, conferences, and other special events; coordinates and attends committee meetings, and participates in committee discussions, as appropriate.
3. Prepares internal communications for limited and wide distribution, announcing organization-wide events, notifying staff of meetings, preparing agendas and meeting minutes.
4. Is empowered to allow or deny access to the Executive Leader, and to maintain and adjust their internal and external professional schedules. Screens all incoming phone calls, inquiries, visitors and correspondence, and routes accordingly. Alerts to changes in schedule, and plans ahead for contingencies. Coordinates meetings as required, including securing meeting space, notifying attendees, arranging for audio-visual resources, and tracking attendance.
5. Makes travel and lodging arrangements.
6. On a need to know basis has routine exposure and access to highly confidential information related to division budget, strategic plans, and confidential staff and leadership information. Processes paperwork and maintains staff files that may include payroll data, time away, performance ratings, and documented disciplinary action.
7. Facilitates relationship with human resources to coordinates recruitment, planning and searches, as appropriate.
8. Serves as liaison between senior management.
9. Performs research and analysis on specific issues, as required, and independently prepares non-routine letters and/or reports, which may be highly sensitive and confidential in nature.
10. Assists in the coordination, supervision, and completion of special projects, as appropriate.
11. Provides support to the office principal, to include greeting and assisting visitors, handling phone calls and inquiries, scheduling and maintaining calendars and travel arrangements, screening, analyzing, and preparing responses to incoming correspondence, handling day-to-day public relations and problem solving, and provision of transcription and word processing support. Composes, edits, and proofreads a variety of correspondence, reports, and forms. Effectively utilizes PowerPoint and/or other presentation software to assist with the creation and editing of presentations. Types and edits manuscripts.
12. Provides assistance in the understanding and interpretation of policies and procedures, as appropriate, and ensures that office operations are in compliance with policy provisions and standards.
13. Incorporates Guiding Principles , Mission Statement and Goals into daily activities.
14. Complies with all Policies.
15. Complies with behavioral expectations of the department.
16. Maintains courteous and effective interactions with colleagues and patients.
17. Demonstrates an understanding of the job description, performance expectations, and competency assessment.
18. Demonstrates a commitment toward meeting and exceeding the needs of our customers and consistently adheres to Customer Service standards.
19. Participates in departmental and/or interdepartmental quality improvement activities.
20. Participates in and successfully completes Mandatory Education.
21. Performs all other duties as needed or directed to meet the needs of the department.

Minimum Qualifications:

Education :

• Associates Degree required

• Baccalaureate Degree preferred or equivalent experience

Licensure, Certification & Registration :

• None required.

Experience :

• 5+ years’ experience administrative assistant to a director, department chair, or other executive leader.

Skills, Knowledge & Abilities :

• Skills in organizing resources and establishing priorities, records maintenance, Word processing and/or data entry, budget preparation and fiscal management, database management, word processing, spreadsheet, and/or presentation software.

• Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.

• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.

• Organizing and coordinating skills.

• Effective oral and written communication skills.

• Knowledge of general accounting principles.

• Knowledge of human resources administration principles and practices.

• Knowledge of office management principles and procedures.

• Knowledge of administrative policies and procedures as applied to healthcare institutions.

• Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.

• Ability to foster a cooperative work environment.

• Ability to plan, develop, and coordinate multiple projects.

• Ability to analyze and solve problems.

• Ability to gather data, compile information, and prepare reports.

• Ability to use independent judgment and to manage and impart confidential information.

In the absence of any of these skills, demonstrates the ability to be thoroughly trained to meet organizational standards.

Pay Range:

The pay range listed for this position is the annual base salary range the organization reasonably and in good faith expects to pay for this position at this time. Actual compensation is determined based on several factors, that may include seniority, education, training, relevant experience, relevant certifications, geography of work location, job responsibilities, or other applicable factors permissible by law.

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment.

More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer/Veterans/Disabled