GENERAL SUMMARY/ OVERVIEW STATEMENT:
The Senior Administrative Assistant manages the affairs of the office of the Executive Administrator for the BWH Department of Medicine. The Senior Administrative Assistant provides a wide variety of high level and confidential administrative and coordinative support directly to and on behalf of the Executive Administrator. As the affairs of the Executive Administrator necessarily span multiple organizations beyond BWH, such as Partners Healthcare System, Harvard Medical School, and various research organizations (e.g., the NIH), the Senior Administrative Assistant must exercise a high degree of professionalism, polish, and independent thinking with minimal supervision, flexibility, and creativity.
Given that the Senior Administrative Assistant often serves as the public/business face of the Executive Administrator and interacts on the Executive Administrator's behalf with the most senior levels of executive leadership at BWH, PHS, and HMS on very sensitive matters, an extremely high level of confidentiality and discretion is required and essential.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Office of the Executive Administrator
Under the broad leadership of the Executive Administrator, proactively anticipates and independently manages all aspects of the Office of the Executive Administrator, including providing direct administrative services to the Executive Administrator.
Exercises judgment in responding to inquiries, while maintaining the highest level of confidentiality; forwards information or resolves, as appropriate.
Develops and maintains effective and highly professional working relationships with departmental and hospital administration, faculty, trainees, and staff as necessary to carry out goals/projects of the Office of the Executive Administrator.
Develops effective methods of communicating with departmental and hospital leadership, trainees, and staff on a regular basis.
Answers telephones and processes mail using sound judgment in screening and responding to inquiries, and prioritizing requests that need immediate attention. Forwards or resolves as appropriate.
Guided by the Executive Administrator, composes, types, prepares, and distributes documents/presentations/analyses in support of departmental undertakings.
Manages various administrative/financial processes including Kronos timekeeping, expense report submission, travel arrangements, and otherwise.
Ensures and develops appropriate organizational and filing systems in order to seamlessly administer the Office of the Executive Administrator.
Calendaring & Meetings
Maintains and manages schedule(s) and calendar(s) by making appointments and scheduling meetings. Requires coordination across multiple complex calendars; considering internal and external engagements; and actively prioritizing scheduling decisions on behalf of the Executive Administrator.
Arranges, facilitates, and manages meetings, compiling required documentation and generating minutes as appropriate.
Plans events on behalf of the Executive Administrator for the central administration.
Occasionally serve as backup for administrative colleagues.
Plans and executes various special projects relevant to the Office of the Executive Administrator (e.g., programmatic/administrative process changes, space/IT renovations, office moves, etc.).
Coordinates confidential senior faculty and senior staff searches.
Provides support for departmental initiatives and special projects, as assigned by the Executive Administrator.
Often performs other duties as assigned or as responsibilities necessitate.
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
Demonstrated and outstanding interpersonal skills and the ability to handle sensitive, highly confidential issues are essential.
Outstanding organizational skills are necessary to manage many competing responsibilities. Ability to effectively supervise and/or plan for the timely and successful completion of short- and long-term objectives.
Excellent verbal and written communication skills to communicate effectively with a large and diverse constituency, including senior hospital leaders, division faculty and support staff, representatives of other BWH offices, collaborating institution officials, granting agencies (NIH, industry and foundations) representatives, and vendors.
Requires the ability to accept responsibility for complex and sensitive decision-making as it relates to the overall conduct of the Office of the Executive Administrator.
Interpersonal relationship skills needed to motivate others and work with many hospital-wide department heads, administrators, and physicians in a positive and collegial fashion.
Ability to work independently and accurately, and concisely disseminate information in both written and verbal formats.
Proficiency with Microsoft Excel, Outlook, Word, and PowerPoint.
Works in a routine office setting. Responsible for attending meetings in and out of the hospital.
No formal, direct reports.
Responsible for good fiscal stewardship of the Office of the Executive Administrator budget.
Bachelor degree or at least 8-10 years of experience working directly with an executive.
Brigham And Women's Hospital