Executive Assistant / 40 Hour / Day / BWH Administration

Wentworth-Douglass Hospital Boston , MA 02298

Posted 5 months ago


Reporting to the Senior Vice President, Human Resources, and supporting the Vice President of Employee Experience, Diversity & Inclusion, the Executive Director of Human Resources, and the Chief Diversity and Inclusion Officer for Professional Staff, the Executive Assistant will provide administrative support to ensure the efficient and effective dayto-day functioning of the senior leadership team for human resources and BWH's diversity & inclusion efforts. This is an exciting opportunity to support a creative and dynamic team whose work is felt across the hospital and its employee population. This position requires excellent organizational, interpersonal and communication skills and attention to detail.


General Responsibilities

  • Manage executive schedules, including the planning and timely notification of meetings and appointments using independent judgment in setting priorities and proposing alternatives to meetings; meeting preparation

  • Maintain four, high volume calendars

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

  • Ensure adequate travel time in schedules

  • Communicate schedule changes in timely manner

  • Proactively identify calendar conflicts and works to resolve such issues

  • Support and set up individual, small group, and committee/working group/task force meetings

  • Ensure meeting participants have accurate meeting logistics (location, directions, etc.)

  • Arranges for conference room, catering, and technical support (i.e.: projector, teleconferencing services) and prepares materials as necessary

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

  • Develops and edits documents and presentations in Microsoft PowerPoint, Word, Excel, and other MS Office software

  • As needed, own/manage/execute projects on behalf of the Office

  • Provide customer friendly support to answer questions and resolve issues in accordance with appropriate policies and procedures

  • Provide administrative support to human resources and diversity & inclusion functions; act as payroll timekeeper for the unit

  • Responsible for supply ordering and utilization

  • Handle confidential matters with the utmost discretion

  • Uses independent judgment to manage workload and responsibilities, as well as solve problems

Other Business Responsibilities

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

  • Prepares and tracks expense reports for SVP, VP, ED, and CDIO

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

  • Processes and tracks purchase orders, invoices, check requests, reimbursements, petty cash vouchers, and other transactions

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

  • Assists with correspondence, filing, telephone coverage, routing routine mail and other administrative activities

  • Serves as a central departmental troubleshooting resource on IT related issues

  • Provides back-up coverage for other senior executives within BH Administration

  • Other ad hoc administrative projects as assigned, including requests from the Chief of Staff to the EVP and COO (CoS)

  • Associate degree or related experience required. Bachelor's degree preferred

  • Must have a minimum of five to seven 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


  • Strong verbal and written communication skills

  • 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 skills

  • Must be flexible and willing to take initiative

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

  • 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

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Executive Assistant / 40 Hour / Day / BWH Administration

Wentworth-Douglass Hospital