Executive Assistant
Our client is seeking an Executive Assistant to assist their organization. The Executive Assistant (EA) provides confidential executive support in a one-on-one working relationship with the SVP and CHRO. The role involves handling of sensitive and confidential information, meeting scheduling and preparation, making national and international travel arrangements, providing project coordination support, and interacting with other EAs of executive officers, the board of directors, and management personnel inside and outside of the organization. The Executive Assistant must be able to act independently and with limited supervision to maintain administrative processes, and maintain a professional demeanor and flexibility as job demands require. Have the ability to manage multiple projects, deadlines, and other priorities as they change continually.
This role is onsite but could potentially be a hybrid model in Boston, Massachusetts.
Executive Assistant Responsibilities

• Provides executive administrative support to a Department Chair, Executive Director or Vice President, and other department senior leaders, including, but not limited to: scheduling appointments, scheduling meetings, taking meeting notes, following up on meeting-generated tasks, and preparing documents and slides using PowerPoint, Excel and Microsoft Word.
• Composes high-level correspondence and memoranda independently and with professional quality. Edits and proofreads all written materials and verifies the validity of data and documents contained in all reports prior to submission.
• Analyzes, categorizes, prioritizes, and distributes mail. May initiate responses for the Chief’s review and/or complete and send out responses on his/her behalf, as per established protocols.
• Maintains the Chief’s calendar up-to-date; coordinates vacation, and 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, track 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.
• Follows up with managers, to ensure adherence to project and tasks deadlines.
• Manages invoices and accounts payable for the department. Manages subscriptions. Assists with monitoring departmental budget and account balances.
• Monitors and maintains an inventory of office supplies and equipment. Purchases supplies as needed and stays within the established budget. Keeps office equipment in working order and contacts IT or service provider, as necessary, for repairs or replacements.
• Evaluates, develops, and revises administrative systems in order to improve efficiency.
• Handles telephone calls in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate disposition.
• Creates reports, spreadsheets, charts, presentations, or other correspondence requested.
• 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.
• Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital matters.
• Acts as a liaison with external customers to ensure efficient communications.
• Conducts online and other types of research.

Other Support Activities:

• Support and lead activities for HR events.
• Develop and help refine presentations for a wide range of HR deliverables, including SVP HR/CHRO presentations.
• Performs related duties as assigned.

Executive Assistant Qualifications

• Bachelor’s Degree in a related field is required or a combination of additional experience and training will be considered.
• Minimum of 5 years of experience is needed in an office environment.

Knowledge, Skills, and Abilities:

• High level of personal initiative to achieve goals and objectives. Self-starter, requiring little to no supervision.
• Ability to manage multiple projects simultaneously, adapt to changes, and manage competing demands.
• Excellent presentation, oral, and written skills.
• Problem solver — individual identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.
• Proficient in MS Office, particularly PowerPoint and Excel.
• Experienced with HRIS systems, preferably Workday and Healthstream.
• Experienced with SharePoint & websites.
• Project planning expertise, including project management software.
• Dependable meeting scheduling, room booking, and materials production.
• Discretion and judgment on confidential employee issues.
• Comfortable working with executives and their Executive Assistants.
• Prioritizing, planning, organizing— uses time efficiently and develops realistic action plans.
• Detail orientation & quality control - accurate and thorough in monitoring work to ensure quality.
• Team player, willing to help others. Positive enthusiasm and energy.

Salary: $30-$35/hr. (DOE)Benefits
Benefits are available to eligible VanderHouwen contractors and include coverage for medical, dental, vision, life insurance, short and long term disability, and matching 401k.
About VanderHouwen
VanderHouwen is an award-winning, Women-Owned, WBENC certified professional staffing firm. Founded in 1987, VanderHouwen has been successfully placing experienced professionals throughout the Pacific Northwest and nationwide. Our recruitment teams are highly specialized in either Technology and IT, Engineering, or Accounting and Finance career markets. Our recruiters value building meaningful, professional relationships with each candidate as well as developing honed knowledge of companies' staffing needs and workplaces. Partner with us to land your next exciting career.
VanderHouwen is an Equal Opportunity Employer and participates in E-Verify. VanderHouwen does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by applicable local, state or federal civil rights laws.
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