VanderHouwen
Location
Boston, MA | United States
Job description
Executive Assistant
Our client is seeking an Executive Assistant to assist their organization. The Executive Assistant provides highly skilled administrative support to a Vice President, Medical Chair, or Chief Physician and his/her staff. General administrative support includes drafting correspondence, preparing presentations, reports, press releases, managing organizational contacts, attending meetings, preparing and distributing minutes; sorting mail and ordering supplies. Assists with research grant applications, tracking grant reporting, and performing web research on federal research funding trends. Identifies articles and opportunities of interest to the department by reviewing websites and printed media. Acts as the first point of contact for the Office and triages calls from other departments, donors, the media, other scientists, politicians, advocacy partners, and sometimes opposition groups. Schedules meetings, makes travel arrangements, and processes travel reimbursements in a timely manner.
This role is onsite 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.
Evaluate, develop, and revise 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.
Performs other duties as assigned or as necessary.
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 Three (3) years of experience as an Executive Assistant supporting C-Suite executives, demonstrating progressively more responsibility with a high proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).
1-2 years of professional work experience with project management, data management, policy research, non-profit fundraising, or related experience is highly preferred.
Knowledge, Skills, and Abilities:
Excellent communication skills and diplomacy to interact and communicate effectively with external contacts and hospital staff.
Must be exceptionally organized to multitask, prioritize, and meet deadlines and schedules; must be able to keep others organized and on track.
Excellent written and verbal communication skills.
Good critical thinking skills and demonstrated comfort and ability to work independently once given direction.
High proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).
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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