Executive Assistant, Emergency Medicine

Position: Executive Assistant, Emergency Medicine

Department: Boston, MA

Schedule: 40 hours per week, onsite

ABOUT BMC:

At Boston Medical Center (BMC), our diverse staff works together for one goal - to provide exceptional and equitable care to improve the health of the people of Boston. Our bold vision to transform health care is powered by our respect for our patients and our commitment to ensure everyone who comes through our doors has a positive experience.

You'll find a supportive work environment at BMC, with rich opportunities throughout your career for training, development, and growth and where you'll have the tools you need to take charge of your own practice environment.

JOB RESPONSIBILITIES:

• Provides executive administrative support to a Department Chair, Executive Director or Vice President and other department senior leaders, including: scheduling appointments, scheduling meetings, taking meeting notes, following up on meeting-generated tasks, preparing documents and slides.

• Composes high level correspondence and memoranda independently and with professional quality.

• Maintains Chair's calendar and ensure it is up-to-date; coordinates vacation, schedules meetings and appointments with particular attention to preventing scheduling conflicts.

• Makes registration and travel arrangements; makes hotel reservations; provides written itineraries for all travel plans.

• Schedules meetings, tracks responses; coordinates audio-visual and technology requirements, orders catering services, etc., as needed. Prepares information packages for meetings, and distributes. Takes and prepares minutes of meetings, as required. Ensures that minutes and other written documents are accurate and professional.

Other

• Performs office related duties such as maintaining departmental files, manuals and records; picking up mail, categorizing and delivering mail, storing and distributing office supplies, handling faxes, scanning, filing, photocopying collating materials, maintaining the update of policy manuals, etc.

• Monitors and maintains inventory of office supplies and equipment. Purchases supplies as needed and stays within established budget. Keeps office equipment in working order and contacts IT or service provider, as necessary, for repairs or replacements.

• Manages invoices and accounts payable for the department. Manages subscriptions. Assists with monitoring departmental budget and account balances.

• Creates reports, spreadsheets, charts, presentations or other correspondence requested.

The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required

JOB REQUIREMENTS

EDUCATION:

• Bachelors Degree in related field is required or a combination of additional experience and training will be considered

EXPERIENCE:

• Three to five years of experience in progressively more responsible positions in office administration with a high proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).
• 1-2 years professional work experience with project management, data management, policy research, non-profit fundraising, or related experience highly preferred.

KNOWLEDGE AND SKILLS:

• Excellent communication skills and diplomacy to interact and communicate effectively with external contacts and hospital staff.

• Must be exceptionally organized to multitask, prioritize and meet deadlines and schedules; must be able to keep others organized and on track.

• Excellent written and verbal communication skills.

• Good critical thinking skills and demonstrated comfort and ability to work independently once given direction.

• High proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).

JOB BENEFITS:

• Competitive pay

• Tuition reimbursement and tuition remission programs

• Highly subsidized medical, dental, and vision insurance options

• Career Advancement/Professional Development: Access a wealth of ongoing training and development opportunities that will not only enhance your skills but also expand your knowledge base.

ABOUT THE DEPARTMENT:

As the primary teaching hospital for Boston University Chobanian & Avedisian School of Medicine and BU schools of public health and dentistry, intellectual rigor shapes our inquiries. Our research is led by a belief that skin color, zip code, and financial circumstances shouldn't dictate health.

Boston Medical Center is an Equal Opportunity/Affirmative Action Employer. If you need accommodation for any part of the application process because of a medical condition or disability, please send an e-mail to Talentacquisition@bmc.org or call 617-638-8582 to let us know the nature of your request.

Equal Opportunity Employer/Disabled/Veterans