Executive Assistant

About the Role

Under the general supervision of the Executive Team Leader, this position provides executive, administrative, and project support across NHC. You will serve as the principal point of administrative contact and liaison with internal and external constituencies, exercising independent judgment and decision-making within the scope of the job. This role functions as the gatekeeper to the executive leader, managing access and maintaining their professional schedules. You will work with highly confidential strategic, financial, and staff information and perform a variety of administrative tasks in support of the larger functional unit.

Responsibilities

• Provides assistance and support to the office principal in problem-solving, project planning and management, and development and execution of stated goals and objectives.
• Administers day-to-day activities; develops office policies, procedures, and systems to ensure productive and efficient office operation.
• Establishes and maintains office systems, including computerized systems/databases, rosters, and departmental/divisional lists.
• Oversees office accounts, plans and monitors expenditures, and manages the departmental/divisional budget, including resolving discrepancies.
• Serves as the primary point of administrative contact and liaison with other offices, individuals, and institutions; organizes and facilitates meetings, conferences, and special events.
• Prepares internal communications, agendas, and meeting minutes for wide distribution.
• Controls access to the Executive Leader and manages their internal and external professional schedules.
• Screens incoming phone calls, inquiries, visitors, and correspondence, routing them appropriately and planning for contingencies.
• Coordinates meetings, including securing space, notifying attendees, arranging audio-visual resources, and tracking attendance.
• Makes travel and lodging arrangements.
• Handles highly confidential information related to division budgets, strategic plans, and staff/leadership data.
• Processes paperwork and maintains staff files, including payroll data, time away, performance ratings, and disciplinary actions.
• Facilitates recruitment and planning in coordination with human resources.
• Performs research and analysis on specific issues, preparing non-routine, sensitive, and confidential reports.
• Assists in the coordination, supervision, and completion of special projects.
• Provides support to the office principal, including greeting visitors, handling inquiries, scheduling, managing calendars, and preparing correspondence.
• Composes, edits, and proofreads correspondence, reports, and forms; creates and edits presentations using PowerPoint or similar software.
• Assists in interpreting policies and procedures, ensuring compliance with organizational standards.
• Incorporates Guiding Principles, Mission Statement, and Goals into daily activities.
• Maintains courteous and effective interactions with colleagues and patients.
• Participates in quality improvement activities, mandatory education, and other duties as needed.

Requirements

• Associate’s Degree required; Baccalaureate Degree preferred or equivalent experience.
• 5+ years of experience as an administrative assistant to a director, department chair, or other executive leader.

Skills & Qualifications

• Skills in organizing resources, establishing priorities, records maintenance, word processing, data entry, budget preparation, and fiscal management.
• Proficiency in database management, spreadsheet, and presentation software.
• Ability to examine and re-engineer operations and procedures, formulate policy, and develop new strategies.
• Strong interpersonal and communication skills, with the ability to work effectively with diverse constituencies.
• Organizing and coordinating skills, with effective oral and written communication.
• Knowledge of general accounting principles, human resources administration, and office management principles.
• Knowledge of administrative policies and procedures in healthcare institutions.
• Ability to make administrative and procedural decisions on sensitive, confidential issues.
• Ability to foster a cooperative work environment and manage multiple projects.
• Ability to analyze and solve problems, gather data, compile information, and prepare reports.
• Ability to use independent judgment and manage confidential information.

Pay

Annual base salary range: $65,208.00 USD - $99,840.00 USD. Actual compensation is determined based on factors such as seniority, education, training, relevant experience, certifications, geography, job responsibilities, or other applicable factors permissible by law.

Additional Information

As a health care organization, Beth Israel Lahey Health requires all staff to be vaccinated against influenza (flu) as a condition of employment.