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Executive Assistant (Hybrid)

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Boston Children's Hospital

3mo ago

  • Job
    Full-time
    Junior & Mid Level
  • People, HR & Administration
  • Boston

AI generated summary

  • You need a Bachelor’s degree, at least 1 year of relevant administrative experience (3 years preferred), and the ability to work onsite three days a week in a hybrid role.
  • You will manage calendars, arrange travel, organize meetings, track expenses, draft communications, and oversee document management while ensuring effective operational support.

Requirements

  • A Bachelor’s degree is required
  • Minimum 1 year of relevant administrative experience is required
  • Minimum 3 years of relevant administrative experience is preferred
  • This position is Hybrid with three days onsite.

Responsibilities

  • Exercising judgment and discretion to handle incoming issues and requests, determining appropriate actions, responses, and solutions in a responsive and professional manner.
  • Understanding and effectively utilizing relevant Hospital chains of command and reporting systems to effectively triage a range of matters, including time-sensitive, challenging, confidential, and/or sensitive business and employee information and matters. Able to de-escalate personnel situations as necessary.
  • Managing supervisor’s calendars and meeting schedules with consideration of timing, sequencing, and meeting location/travel requirements.
  • Arranging external travel and itineraries.
  • Planning, preparing, and executing logistical and administrative requirements for meetings, interviews, seminars, conferences, and special events.
  • Circulating agendas, minutes, presentations, and other materials. Coordinating logistical and technological arrangements to ensure seamless execution.
  • Supporting the business and financial operational responsibilities through tracking expenses, facilitating the contract management process, ensuring timely execution of contracts, handling purchase orders and reimbursements, and tracking department budgets.
  • Drafting emails as directed, creating and editing correspondence with manager guidance, and drafting other communications as directed.
  • Accurately maintaining an effective filing and document management system for department information and/or files.
  • Interacting with vendors and external parties.
  • Completing other projects as assigned.

FAQs

What is the job title for the position being offered?

The job title is Executive Assistant (Hybrid).

Where is the Computational Health Informatics Program at Boston Children's Hospital located?

The program is located at 401 Park Drive in the Fenway area of Boston.

What are the primary responsibilities of the Executive Assistant?

The Executive Assistant will be responsible for handling incoming issues and requests, managing calendars and meeting schedules, arranging travel, preparing logistical requirements for events, supporting business and financial operations, maintaining document management systems, and interacting with vendors among other duties.

Is prior experience required for this Executive Assistant position?

Yes, a minimum of 1 year of relevant administrative experience is required, with 3 years preferred.

What educational qualification is required for this position?

A Bachelor’s degree is required.

What is the work arrangement for this Executive Assistant position?

The position is hybrid, with three days required onsite.

What types of matters will the Executive Assistant be expected to handle?

The Executive Assistant will handle time-sensitive, challenging, confidential, and sensitive business and employee information, requiring judgment and discretion.

Will the Executive Assistant need to interact with external parties?

Yes, the Executive Assistant will interact with vendors and external parties.

What additional skills or qualities are beneficial for this role?

Strong organizational skills, effective communication abilities, and the capability to manage sensitive situations and information are beneficial for this role.

Are there any specific logistical tasks the Executive Assistant will perform?

Yes, the Executive Assistant will arrange travel itineraries, plan meetings and events, and ensure all logistical and technological requirements are met for seamless execution.

What kind of filing and document management will the Executive Assistant be responsible for?

The Executive Assistant will maintain an effective filing and document management system for department information and files.

What type of correspondence will the Executive Assistant be involved in?

The Executive Assistant will draft emails, create and edit correspondence, and manage communications as directed by their manager.

Boston Children's Hospital

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Science & Healthcare
Industry
10,001+
Employees
1896
Founded Year

Mission & Purpose

Boston Children's Hospital is a 404-bed comprehensive center for pediatric health care. As one of the largest pediatric medical centers in the United States, Boston Children's offers a complete range of health care services for children from birth through 21 years of age. (Our services can begin interventions at 15 weeks gestation and in some situations we also treat adults.) We have approximately 25,000 inpatient admissions each year and our 200+ specialized clinical programs schedule 557,000 visits annually. Last year, the hospital performed more than 26,500 surgical procedures and 214,000 radiological examinations. Our team of physicians and nurses has been recognized by a number of independent organizations for overall excellence, and we're proud to share some notable examples with you here.