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    Executive Staff Assistant - Boston, United States - Brigham & Women's Physicians Organization(BWPO)

    Brigham & Women's Physicians Organization(BWPO)
    Brigham & Women's Physicians Organization(BWPO) Boston, United States

    2 weeks ago

    Default job background
    Description
    General Summary/Overview Statement

    Reporting to the Chair and E.D. of Radiology and supporting 2Vice Chairs the Executive Assistant will provide project management and administrativesupport to ensure the efficient and effective day-to-day functioning of the seniorleadership team for hospital operations and Medical Affairs. This is anexciting opportunity to support a dynamic team whose work is felt across the entirehospital system. This position requires excellent organizational, interpersonaland communication skills and attention to detail.

    Principal Duties and Responsibilities

    ExecutiveSupport

    • Ensure efficient and effective day-to-dayfunctioning of activities within these administrative areas

    a. Serve as the primary administrative point ofcontact for internal staff and external stakeholders for the Chair and E.D. ofRadiology.

    • Manage Chair, E.D. and 2 Vice Chairs executiveschedules, including the planning and timely notification of meetings andappointments using independent judgment in setting priorities and proposingalternatives to meetings; meeting preparation

    a. Maintain four, high volume calendar

    b. Collaborate with other senior staff, EAs, andindividuals outside of the organization to ensure sound calendar management,adequate balance of meeting time, work time and general availability

    c. Ensure adequate travel time in schedule

    d. Communicate schedule changes in timely manner

    e. Proactively identify calendar conflicts andworks to resolve such issue
    • Support and set up individual, small group, and committee/working group/task force meetings
    1. Ensure meeting participants have accurate meeting logistics (location, directions, etc.)
    2. Arranges for conference room, catering, and technical support (i.e.: Zoom/Teams, teleconferencing services) and prepares materials as necessary
    SpecialProjects

    • With minimal direction, translate organizationalconcepts into fully developed content for presentations to senior hospitalleaders.

    a. Examples include process overviews and maps forphysician and all-employee matters, including sensitive personnel matters;developing consistent organizational documents and processes associated withcommunications and meetings held by the offices of the Chair, E.D. and ViceChairs; and other complex, sensitive requests that occur with minimal directionand oversight.

    Other Business Responsibilities

    • Tracks, enters and reports department employees'weekly hours through Kronos; maintains department schedule for vacations andsummer hours program

    • Prepares and tracks expense reports for the Chair,E.D. and Vice Chair

    • Organizes and manages office supplies andequipment; ensures all equipment is in working order and arranges for repair

    • Processes and tracks purchase orders, invoices,check requests, reimbursements, vouchers, and other transaction

    • Assists in the preparation for new employeearrivals, including office/cube preparation, IDs, security, computer set-up;manages scheduling for new hire orientation program

    • Assists with correspondence, filing, telephonecoverage, routing routine mail and other administrative activitie

    • Serves as a central departmental troubleshootingresource on IT related issue

    • Provides back-up coverage for other seniorexecutives within BH Administration

    • Provide customer friendly support to answerquestions and resolve issues in accordance with appropriate policies andprocedure
    • Provide administrative support to hospital operations and Medical Affairs; act as Kronos timekeeper for the unit

    • Responsible for supply ordering and utilization

    • Handle confidential matters with the utmostdiscretion

    • Uses independent judgment to manage workload andresponsibilities, as well as solve problem

    • Other ad hoc administrative projects as assigned

    Qualifications

    Qualifications

    • Bachelor's degree required

    • Must have a minimum of three to five years' experience involving complex calendar management and the support of senior management in a large, complex, matrix organization. Experience supporting multiple senior executives is preferred

    • Must be proficient with Microsoft PowerPoint, Word, Excel, and other MS Office software

    Skills/Abilities/Competencies Required

    • Strong verbal and written communication skill

    • Must possess excellent interpersonal and communication skills with excellent attention to detail and follow-through

    • Professional demeanor - high level of diplomacy and discretion

    • Must have high emotional intelligence

    • Must have a strong customer service orientation

    • Must have strong problem solving and organizational skill

    • Must be flexible and willing to take initiative

    • Must be able to work independently to complete projects and ad-hoc assignment

    • Must be able to function effectively in a fast-paced environment, organize and prioritize work, and meet deadlines; demonstrated ability to navigate complex system to complete work and

    Working Conditions

    Standard office environment. Requires flexibility around hours to provide support, reception coverage when needed for events and meetings, and other needs at managers' discretion. This may include evening and weekend work.

    Fiscal Responsibility

    The individual in the role serves as the primary resource for departmental requisitions for miscellaneous goods and services. Prepares and tracks expense reports for supported executives.
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