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Summary
The Executive Assistant to the Chief of Staff provides administrative support and plays a crucial role in ensuring the smooth operation of executive functions, handling diverse tasks with efficiency, discretion, and attention to detail. This role acts as a key support system for the Office of the President and top-level executives, contributing to the overall effectiveness and success of the leadership team. This highly visible role demands a proactive, meticulous individual who can navigate complex administrative landscapes and sustain pivotal connections throughout Spaulding and the Mass General Brigham integrated health care system.
Principal Duties and Responsibilities
The Executive Assistant to the Chief of Staff is responsible for:
*Managing an executive calendar, meticulously planning appointments, meetings, and travel arrangements, and ensuring all logistical and material preparations are impeccable.
*Aiding in the orchestration of Spaulding executive team meetings, retreats, and events, ensuring each is executed with precision and aligns with departmental objectives.
*Aiding in the orchestration of Spaulding board meetings, diligently preparing agendas, documenting minutes, and facilitating communications.
*Upholding rigorous record-keeping systems, guarantees confidentiality and accuracy in all aspects of the Chief of Staff's day-to-day work.
*Orchestrating the logistics for seminars, conferences, and special Spaulding events, managing all facets from promotional materials to venue coordination and budget oversight.
*Administering the Chief of Staff's financial transactions, including vigilant monitoring of expenses, reconciliation of accounts, and efficient processing of reimbursements.
*Scrutinizing and refining Spaulding documents for utmost accuracy and coherence, and handling correspondence with a keen eye for detail.
*Communicating directly with the President, high level internal and external stakeholders.
*Creating and maintaining comprehensive email distribution lists.
*Preparing detailed travel agendas for off-site meetings.
*Maintaining a high-level of confidentiality with sensitive information.
*Exercising judgment and discretion in managing executives' matters and communications.
*Other duties, as assigned
Qualifications
Required:
*Minimum 5 years administrative support for mid to high level management or executive, preferably within a highly complex, matrixed organization such as an academic medical center, medical school teaching hospital, integrated health care system, or institution of higher learning.
Education/Degree
Required:
*A bachelor's degree required
Skills, Abilities and Competencies Required
Required:
*Excellent working knowledge of MS Office Suite, including MS Teams, Word, Excel, and PowerPoint.
*Ability to handle sensitive or confidential information.
*Excellent interpersonal and communication skills. Previous experience working effectively in a team-oriented and collaborative environment.
*Superior organizational, communicative, and interpersonal capabilities.
*Excellent customer service skills with the ability to interact with a diverse population using tact and diplomacy
*Excellent written, verbal, and electronic communications.
*Ability to prioritize work and organize assignments independently in a face-paced environment.
*Ability to maintain a solution-oriented approach while dealing with interpersonal conflict.
*Ability to work independently and as part of a team.
*Attention to detail.
Full Time
$87k-111k (estimate)
04/17/2024
07/02/2024
The job skills required for Executive Administrative Assistant include Administrative Support, Planning, Leadership, Coordination, Confidentiality, Customer Service, etc. Having related job skills and expertise will give you an advantage when applying to be an Executive Administrative Assistant. That makes you unique and can impact how much salary you can get paid. Below are job openings related to skills required by Executive Administrative Assistant. Select any job title you are interested in and start to search job requirements.
The following is the career advancement route for Executive Administrative Assistant positions, which can be used as a reference in future career path planning. As an Executive Administrative Assistant, it can be promoted into senior positions as an Executive Assistant IV that are expected to handle more key tasks, people in this role will get a higher salary paid than an ordinary Executive Administrative Assistant. You can explore the career advancement for an Executive Administrative Assistant below and select your interested title to get hiring information.
If you are interested in becoming an Executive Administrative Assistant, you need to understand the job requirements and the detailed related responsibilities. Of course, a good educational background and an applicable major will also help in job hunting. Below are some tips on how to become an Executive Administrative Assistant for your reference.
Step 1: Understand the job description and responsibilities of an Accountant.
Quotes from people on Executive Administrative Assistant job description and responsibilities
Executive assistants will prioritize and filter calls and emails, while also communicating on the behalf of the executives they support.
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Executive assistants need to be friendly and enthusiastic towards visitors and clients.
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The executive assistant must be dedicated to providing a high degree of support to the CEO at all times.
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Collaborate with leaders and other administrative professionals across the organization.
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Manage a complex schedule and successfully work with administrative staff for senior executives at external organizations.
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Step 2: Knowing the best tips for becoming an Accountant can help you explore the needs of the position and prepare for the job-related knowledge well ahead of time.
Career tips from people on Executive Administrative Assistant jobs
An executive assistant must prove to the CEO that they are capable, positive, self-motivated, and organized.
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Start with a good telecommunications system.
12/27/2021: Appleton, WI
Learn knowledge of general office procedures (e.g., filing, correspondence, scheduling).
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Become Focused and Committed to Deadlines.
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The executive administrative assistant position requires reliability and flexibility.
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Step 3: View the best colleges and universities for Executive Administrative Assistant.