Executive Assistant

at  Boston Medical Center

POSITION SUMMARY:

This is a unique opportunity to join two growing, externally focused, teams at Boston Medical Center. The Office of Development is driving a bold vision to elevate Boston Medical Center’s philanthropic profile among individual, foundation, and corporate donors in the region and nationally and the Office of Community Engagement is building key partnerships across Boston and beyond ensuring that the work of the organization continues to elevate our community. We are mission driven and passionate, visionary and strategic, nimble and collaborative. We’re nurturing and growing a community of supporters who share BMC’s commitment to clinical excellence and inclusive research that combine to serve as a national model for equity in healthcare. Our teams work alongside world renowned physicians, scientists, philanthropists, government officials and high-profile community members all striving to make a meaningful impact in our community and beyond. We offer our employees an array of wellbeing services, competitive pay, and a wide range of benefits, including a highly subsidized health care plan for employees and their family members. BMC is proud to be one of Forbes Best Employers for Diversity and Best Employers for Women, and also earned a 4.5-star rating as one of Newsweek’s Greatest Places to Work.

EDUCATION:

• Bachelor’s Degree in related field is required or a combination of additional experience and training will be considered.

EXPERIENCE:

• Three to five years of experience in progressively more responsible positions in office administration.
• 1-2 years professional work experience with project management, data management, community engagement, nonprofit fundraising, or related experience highly preferred.
• Experience in Development and/or Community Engagement field desired.

KNOWLEDGE, SKILLS & ABILITIES (KSA):

• Excellent written and verbal communication, and organizational skills
• Skill interpreting Corporate and Departmental policies and procedures.
• MS Office application skills (Word, Excel, PowerPoint, OneDrive) at the advanced level.
• Ability to coalesce teams and organize schedules and meetings.
• Ability to manage multiple, simultaneous, and complex tasks and projects under pressure.
• Demonstrated ability to maintain confidentiality and composure under pressure.
• Ability to adapt to changes as needed in a fast-paced environment.
• Ability to prioritize, be resourceful and work independently with minimal supervision.
• Initiative, creativity, and flexibility.
  Equal Opportunity Employer/Disabled/Veteran

ESSENTIAL RESPONSIBILITIES / DUTIES:

Drives a broad variety of administrative tasks that facilitate both VP’s ability to effectively lead the organization and their respective teams as outlined below:
Calendar management: Schedules meetings, tracks responses; maintains and coordinates each VP’s complex schedule, including meetings with internal and external stakeholders; prioritizes conflicting demands and ensures timely attendance and preparation.
Correspondence and communication: Manages incoming and outgoing communications by composing and preparing correspondence for the VP/CDO and VP Community Engagement; handles inquiries with professionalism and discretion.
Travel arrangement: Plans and coordinates travel including developing itineraries, submitting event registrations, and managing logistics. Ensures travel plans align with business objectives.
Administrative support: Provides general administrative support including submitting expense and mileage reports, processing invoices (department or VP related, including Community Engagement Sponsorship needs); organizes campus tours for key donors or community partners; initiates and on-boards new team hires in partnership with HR and IT including employee setup, location and technology, manages time card approvals, and other ad hoc tasks as required to ensure smooth operations. Assists with troubleshooting any technical issues requiring IT support.
Meeting management: Solicits meeting materials and agendas in a timely fashion; coordinates audio-visual and technology requirements, orders catering services, prepares accurate and professional information packages for meetings and ensures timely distribution, as needed. Takes and prepares minutes of meetings, as required.
Document management: Maintains confidential documents, files, and records to ensure accurate organization, version control, and accessibility. Updates contact lists, including donor and Community Engagement records in department CRM, and office documentation. Designs and produces complex documents, reports, and presentations, as needed.
Office management: assists with office mail distribution, works with external vendors and hospital stakeholders, orders supplies, organizes common areas, coordinates with on campus departments regarding logistical matters (e.g. scheduling, parking, facilities and IT requests), handles telephone calls and other correspondence (e.g. Teams, email) in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate response.
Evaluates, develops, and revises administrative systems to improve efficiency.
Performs other duties as assigned or as necessary.