Executive Assistant II - Tufts Medicine Medical Group

About the role

This role focuses on providing administrative and business support to the organization in order to achieve operational goals. In addition, this role focuses on performing the following General Administration duties: Produces documents, collects, records, sorts and files information, handles mail, prepares routine reports, makes travel arrangements, arranges appointments, responds to inquiries, data entry, and operates office equipment.

Responsibilities

• Produces correspondence, memos, minutes, and reports from dictation, drafts, models, etc.
• Edits material for grammar, spelling, and format and high quality presentation and style.
• Prepares high quality presentation graphics.
• Expedites the volume production of special reports, brochures, annual reports, manuals, etc.
• Covers meetings of committees/boards composed of executives from the voluntary sector in the capacity of recording secretary.
• Coordinates all department level meetings, arranges dates and place, books conference call line, notifies participants via Outlook calendar invitations; collects, copies and distributes meeting materials.
• Arranges a wide variety of inside and outside meetings, special events and activities.
• Prioritizes events for the most efficient use of available time.
• Makes travel arrangements for extended trips and groups.
• Covers large, complex internal and external meetings, seminars, and similar events.
• Covers coordination of large, complex internal and external meetings, seminars, and similar events.
• Communicates with a wide variety of high-level executives and officials to exchange critical or sensitive information and expedite matters on behalf of superior.
• Maintains progress on important matters and follows up to ensure disposition.
• Manages the departmental operating budget.
• Monitors expenditures against the budget and reports significant variations.
• Performs miscellaneous clerical duties: collate, sort, fax, file, distribute, and retrieve documents and mail.
• Records and relays phone messages.
• Participates in performance improvement initiatives and demonstrates the use of quality improvement in daily operations.
• Ensures compliance with health and safety requirements and with regulatory agencies such as DPH, etc.
• Ensures compliance with established hospital policies, quality assurance programs, safety and infection control policies and procedures.

Requirements

• Associate's Degree AND Five (5) years of progressively responsible secretarial/administrative experience OR;
• Bachelor's Degree AND Three (3) years of progressively responsible secretarial/administrative experience.

Qualifications

• Normal office setting.
• Frequent contact with patients, medical staff, and department personnel.
• Frequent sitting, occasional standing & walking, and lifting of 5-10 lbs.
• Requires manual dexterity using fine hand manipulation to operate computer keyboard.
• Requires ability to see computer screen and reports.

Skills & Abilities

• Ability to manage multiple, simultaneous tasks and prioritize according to established criteria and protocols.
• Good organizational and communication skills, both verbal (in-person and with telephone phone) and written in English.
• Good computer skills using Microsoft office including Outlook, Excel, and PowerPoint.
• Ability to write and spell in English to ensure accurate message taking.
• Excellent interpersonal skills are required and changing deadlines and the adaptability to change required.
• Ability to work under pressure and changing deadlines and the adaptability to change required.
• Ability to visualize the big picture independently with minimal supervision and direction.
• Excellent proofreading skills.
• In-depth understanding of office management and daily operations.
• Working knowledge of office equipment, such as printers and fax machines.
• Highly resourceful team player who can effectively work with staff and senior level managers.

Benefits

At Tufts Medicine, we want every individual to feel valued for the skills and experience they bring. Our compensation philosophy is designed to offer fair, competitive pay that attracts, retains, and motivates highly talented individuals, while rewarding the important work you do every day. The base pay ranges reflect the minimum qualifications for the role. Individual offers are determined using a comprehensive approach that considers relevant experience, certifications, education, skills, and internal equity to ensure compensation is fair, consistent, and aligned with our business goals. Beyond base pay, Tufts Medicine provides a comprehensive Total Rewards package that supports your health, financial security, and career growth—one of the many ways we invest in you so you can thrive both at work and outside of it.

Pay

$60,908.12 - $76,140.43