Executive Assistant

Position Summary:

Job Title: Executive Assistant

Location: Boston, MA 02118

Duration: 06 Months Contract

Job Description

• The Executive Assistant provides executive level support to the Chief/ Chairman/President and coordinates the administrative functions of the Department of Medicine.
• This position will also provide administrative support to the Vice Chair of Finance and Administration and the Vice Chair of Clinical Operations and other executive leadership as needed.
• Typical responsibilities will include managing travel arrangements; coordinating schedules and meetings; coordinating executive correspondence and communications internally and externally; management of department conference rooms and office functions; planning meetings and events; processing reimbursement requests; providing support for presentations and meetings; and administrative support for department-wide initiatives and events.
• The Executive Assistant will aid in new hire efforts by reviewing offer letters, aiding in the faculty appointments & promotions process, maintaining faculty files with relevant HR documentation, and tracking new hires and terminations for all faculty in the Department of Medicine (DOM).
• The executive assistant will be responsible for collating and presenting faculty, staff, and department statistical data.
• This position will be responsible for additional special projects which will be assigned based on the department need.

Essential Functions: 60% Calendar Management:

• Schedule meetings and calls; 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.
• Schedules travel
• Track of correspondences
• Track professional licenses, memberships, etc.
• Manage conference room booking for department conference rooms

30% Provide general office administration/management responsibilities:

• Order office supplies from Staples and through -Purchase Orders
• Process Reimbursements
• Provide support for meetings & events hosted by chair's office or DoM Central including ordering & coordinating food, booking rooms, coordinating speakers and slides
• Evaluates, develops and revises administrative systems in order to improve efficiency.
• Aids faculty affairs manager with Appointment & Promotions for all department faculty
• Tracks new hires & terminations
• Responsible for collating and presenting faculty, staff and department statistical data

10% Special Projects:

• Administrative support for department-wide initiatives including but not limited to Evans Research Days, DEIA Week, M.A.D.E. Staff Development Program, Administrative Coordinator monthly series, Monthly Administrative Director meetings, Department Faculty meetings, etc.
• Regularly reviews status of project and makes modifications to scheduling, costing, equipment, preparing status reports and documents periodically throughout the project.
• Special Projects as assigned by the Chair of Medicine, the Vice Chair of Finance & Administration and/or the Associate Administrative Director as needed