Executive Assistant

Boston Medical Center Health System (BMCHS) is seeking a strategic, collaborative and execution-oriented Executive Assistant to join the Office of the CEO and provide dedicated support to the Chief Transformation Officer.

About Boston Medical Center (BMC)

As an employer, Boston Medical Center is one of a kind—delivering the benefits of well-regarded institutions with the innovative spirit found in smaller organizations. BMC is a leading academic medical center with a deep commitment to health equity and a proud history of serving all who come to us for care. BMC provides high-quality healthcare and wrap around support that treats the whole person, extending beyond our physical campus into our vibrant and diverse communities. This ranges from food and transportation all the way to economic mobility initiatives including jobs and financial literacy. The work does not stop there. Behind the scenes, BMC is a proud advocate for social, racial and environmental justice, and engages with the community to create two-way dialogues to best inform our work. BMC is advancing medicine, while training the next generation of healthcare providers and researchers as the primary teaching affiliate of Boston University Chobanian & Avedisian School of Medicine.

POSITION SUMMARY:

The Executive Assistant will provide direct and comprehensive support to the Chief Transformation Officer. As a key member of the Office of the CEO, this individual will manage a dynamic calendar, schedule and prepare for meetings, coordinate complex logistics, and maintain organized systems that keep initiatives on track. They will draft correspondence, organize briefing materials, and summarize key information to support timely and informed decision-making. The Executive Assistant will serve as a liaison between the Chief Transformation Officer and internal teams, facilitating communication, tracking progress on priority projects, managing budgets, and ensuring follow-up on key actions. In addition, the Executive Assistant will have the opportunity to take on special projects that serve the Office of the CEO. Through precise coordination and attention to detail, this role enables the Chief Transformation Officer to focus on advancing the organization’s  strategic goals. The Executive Assistant will partner closely with other members of the administrative team across the C-suite.

Position: Executive Assistant       

Department: Strategic Plan

Schedule: Full Time

JOB REQUIREMENTS

1. Drives a broad variety of administrative tasks that facilitate the CTO’s ability to effectively lead the organization, and their respective teams as outlined below:

2. Calendar management: Schedules meetings, tracks responses; maintains and coordinates the CTO’s complex schedule, including meetings with internal and external stakeholders; prioritizes conflicting demands and ensures timely attendance and preparation. 

3. Correspondence and communication: Manages incoming and outgoing communications by composing and preparing correspondence; handles inquiries with professionalism and discretion.

4. Administrative support: Provides general administrative support including submitting expense, processing invoices, managing timecard approvals, and other ad hoc tasks as required to ensure smooth operations. Assist with troubleshooting any technical issues requiring IT support.

5. 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.
6. Document management: Maintains confidential documents, files, and records to ensure accurate organization, version control, and accessibility. Updates contact lists and office documentation. Designs and produces documents, reports, and presentations, as needed.

7. Office management: Supports the executive office floor, orders supplies, coordinate with other 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.

8. Evaluates, develops, and revises administrative systems in order to improve efficiency.

Performs other duties as assigned or as necessary.

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required).

EDUCATION:

Bachelors 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 with a high proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).

1-2 years professional work experience with project management, or related experience highly preferred.

KNOWLEDGE AND SKILLS:

• Excellent written and verbal communication, and organizational skills
• Skill interpreting Corporate and Departmental policies and procedures.
• Office365 application skills (Word, Excel, PowerPoint) 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/Veterans

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