Executive Assistant

Boston, MA | Contract

Post Date: 03/14/2018 Job ID: 80550 Specialty: Office Services

A leading healthcare facility in Boston, MA is seeking an Executive Assistant to join their team on a contract basis.   The Executive Assistant is an important role in this organization as they represent the Director and proactively handle many sensitive situations and information. The ideal candidate is detail-oriented with a passion for helping others. This is a lucrative opportunity to make lasting connections at a top-notch facility.

Responsibilities of the Executive Assistant:

  • Represents Director to high level internal and external constituent
  • Answers policy/procedure questions and determines appropriate course of action for sensitive issues
  • Manages appointment schedule, coordinates arrangements for multiple meetings, and maintains files for easy access to background material for daily schedule
  • Coordinates complex travel arrangements for meetings and preparation of materials for presentations
  • Screens telephone calls and access for high-level position(s). Proactively deciding which individuals need face-to-face meetings, which can be referred to other managers, or when possible, resolves the situation
  • Schedules and prepares for diverse and complex appointments, meetings and travel arrangements
  • Coordinates meetings with collaborators, hospital officials, legal and consulting partners and other researchers; provides them with information of a sensitive nature; must use discretion and judgment in responding to certain matters
  • Oversees planning and preparation for committee meetings, including preparing the agenda, materials and committee work
  • Plans, coordinates and makes recommendations in preparation for high-profile programs and events for the department
  • Independently composes and edits complex and sensitive correspondence, reports and documents for final approval by manager
  • Compiles, analyzes and summarizes data from multiple sources to create detailed complex documents, reports and high-level presentations
  • Gathers information on behalf of the Director, researches and writes memos, letters, and reports which are often complex in nature, utilizing independent judgment
  • May produce complex documents, perform analysis and maintain databases

Requirements for the Executive Assistant:

  • Associate's Degree required, Bachelor's Degree preferred.
  • 2-3 years related work experience required
  • Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications
  • Strong organizational skills with great attention to detail
  • Strong multi-tasking and prioritizing skills with the ability to meet deadlines
  • Excellent written and verbal communication skills
  • Strong interpersonal skills with a customer service focus
  • Ability to work independently and as part of a team
  • Must be eligible to work in the U.S. without sponsorship    


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