Executive Assistant - Excellent Benefits Package

Hours: Monday - Friday, 8:30am-5:00pm

Location: 100% onsite - 1 Canal St, ST 202, Lawrence, MA

• Free parking!

Client Notes

• Team of 3 EAs and 9 Executives
• Supporting EVP/COO  and the Chief Med Officer
• Complex Calendaring (rare travel, mostly in/out of house meetings)
• MUST be able to multitask and stay on track
• VERY fast paced office

Job Description:
Under the supervision of the Chief Executive Assistant the Executive Assistant performs administrative services and projects for assigned Sr. Executives as needed. Works closely with the other Executive Assistants to ensure office coverage, workload distribution and project coordination. 

Role requires independent judgement based on awareness of and sensitivity to the confidential nature of activity related to senior leadership.  The position requires anticipation of critical situations and issues in advance of their surfacing as well as preparation for their impact and response to them. Skill sets include exceptional organization, attention to detail and ability to execute meeting preparation, including minutes and materials. This individual represents the office and organization and thus requires exceptional service excellence, judgement, discretion, and tact. Must be cognizant of the hospitals mission, strategy, operations, and role in community

DUTIES AND RESPONSIBILITIES:

• Primary responsibility is to support assigned Sr. Executives in the following, but not limited, areas:
• Maintain complex calendar(s).  Provides support in scheduling and confirming all appointments and meetings, keeping an accurate calendar, tracking, and ensuring attendance.  Assist with scheduling prep meetings should this be necessary.  Arrange logistical details for meetings (room, food if appropriate, supporting documents such as resumes for interviews, etc.)
• Send out meeting notices for BOT Committee and other meetings as necessary.
  • Electronically mail or post to BoardEffect Portal (online repository) material for Committee meetings whenever necessary.
  • May be asked to attend various board committee meetings to complete minutes and reports for the Board of Trustee’s review and approval.  
• Responsible for special projects as assigned. 
• Maintains responsibility for all correspondence as well as confidential data, frequently under strict time constraints.
  • Word processes correspondence as assigned.
  • Interacts with management staff and other colleagues daily, exhibiting a willingness to be helpful and resourceful.
  • Obtain appropriate signature and distribute specified memos, letters, or data to specified staff members when appropriate.
  • Ensure that copies are filed appropriately. 
• • Schedule and confirm all appointments and meetings.  Keep an accurate calendar and track and to insure attendance.  All logistical details are in place (room, food if appropriate, supporting documents such as resumes for interviews, etc.).
•  Attends meetings as requested by Sr. Executives. Responsible for keeping minutes and actions of team.  Follow up and track actions as necessary.
• Prepares office supply requisition for ordering of office supplies as needed
• Maintains appropriate departmental records and files to ensure prompt retrieval of information.
  • Files all correspondence, reports, etc. in appropriate location.
  • Coordinates the duplication and collation of material as appropriate.

Administration Office:

• Participates fully in the team management efforts initiated by the Chief Executive Assistant. Completes tasks requested in support of the team effort required to meet deadlines in the administration office.
• Anticipates projects required by the Sr. Executives and advises the Chief Executive Assistant and/or Executive Assistant of upcoming deadlines where team efforts may be necessary.
• Provides backup support to Executive Admin team in the Administration office performing all tasks in the manner set forth.
• Conducts oneself in a manner that reflects positive customer/patient relations 100% of the time, as observed by supervisor.
• Demonstrates supportive behavior and a positive attitude in carrying one’s assignments.
• Exhibits a timely, courteous response to customer inquiries that demonstrates a genuine interest in their well-being, as evidenced by no legitimate complaints.
• Always supports an open and productive flow of communication within the hospital community.
• Maintains confidentiality of customer/patient and family information to create an atmosphere of trust and comfort for the customer 100% of the time.
• Functions as a resource person for customers/patients and their families as observed by supervisor.
• Performs all related duties as assigned.  
• Acts on all incoming mail.
• Screen and refer incoming calls to facilitate accurate and timely departmental communication.

EDUCATION AND RELATED EXPERIENCE:

Required:

• An Associates Degree or the equivalent.
• Plus, a minimum of three (3) years' executive level administrative experience. 

Preferred:

• Outlook Calendar Management, Microsoft Teams, Word, Excel, and PowerPoint experience.