Job Openings

Executive Assistant/Program Administrator

Job ID: BH341413

Category: Executive Assistant

Client Job Title: Temp EA/Program Administrator – Strategy & Transformation

Contract Duration: 5 months

Job Location: Remote (Opportunity to go onsite a few days a week)

Hours: 40 hrs/week – can do 8am – 5pm or 9am – 6pm

Industry: Healthcare

Co. Size: 78,000+ employees

Must Haves:

  • Bachelor’s Degree required.
  • 3+ years of experience in project/program management and in supporting executive management level people and teams is required.
  • Experience in relationship management at executive-level is required.

Preferred:

  • Experience in planning and supporting large-scale meetings, working sessions, facilitations, and presentations.
  • Strong writing, editing and proofing; communication; collaboration; problem-spotting and solving; and organizational skills strongly preferred.
  • Experience within a healthcare environment preferred.
  • Experience with complex scheduling strongly preferred.
  • Proficient in common MS Office tools including Word, Excel, and PowerPoint.
  • Superior Outlook skills. Interest and ability to learn and apply new tools.

Job Summary/Description:

General Overview:

Reporting to the Chief Strategy & Transformation Officer, the Program Administrator will provide project structuring, coordination and oversight; perform basic research; develop materials; and assist with communications for strategy and transformation projects, and provide administrative support for the Chief Strategy & Transformation Officer.

The EA/Program Administrator interacts with c-level executives including board members, and works with system leaders and individuals at all levels to ensure the efficient and effective planning, management, coordination, oversight, and elements of delivery of day–to-day operations and strategic projects.

Principal Duties and Responsibilities

  • Provide project management support for strategic system-wide programs overseen by the Chief Strategy & Transformation Officer. This includes meeting agendas, tracking project status and tracking of associated budgets.
  • Contribute in development and preparation of communication materials, PowerPoint presentation and policy statements, in particular those related to preparation for the organization’s board.
  • Manage ad hoc small to medium special projects in overall support of the Strategy & Transformation Office.
  • Prioritize and independently respond to routine inquiries and prepare responses for approval on items that need escalation.
  • Help to structure and produce deliverables from working sessions.
  • Plan, schedule, and organize meetings.
  • Identify areas for process improvement and actively solve problems.
  • Other duties as assigned, including calendar management, collaboration with administrative staff across the system, correspondence, travel arrangements and expense reports, invoice processing.

Skills, Abilities, and Competencies

  • Uses the hospital’s values to govern decisions, actions and behaviors. These values guide how we get our work done: Patients, Affordability, Accountability & Service Commitment, Decisiveness, Innovation & Thoughtful Risk; and how we treat each other: Diversity & Inclusion, Integrity & Respect, Learning, Continuous Improvement & Personal Growth, Teamwork & Collaboration.
  • Able to prioritizes and manage multiple projects simultaneously and with strict attention to deadlines.
  • Understand the importance of conducting business with internal and external parties.
  • Understand the responsibility associated with representing the Office of the Chief Strategy & Transformation Officer, including a commitment to professionalism and collaboration.
  • Demonstrate team oriented, collaborative nature and customer service attitude.
  • Professional demeanor; can interact effectively with all levels of staff and leadership as well as outside partners and guests.
  • Ability to work independently exercising good judgment, diplomacy and discretion.
  • Ability to handle confidential and sensitive information.
  • Excellent interpersonal skills.
  • Ability to multi-task, prioritize and meet deadlines while working under pressure
  • Excellent written and verbal communication skills.
  • Excellent attention to detail and follow-through.
  • Take initiative and lead projects.
  • Flexible, resourceful, and resilient. Adapt quickly and happily to changing conditions, use resources and relationships to develop solutions.

 

Qualifications

  • Bachelor’s Degree required.
  • 3+ years of experience in project/program management and in supporting executive management level people and teams is required.
  • Experience in planning and supporting large-scale meetings, working sessions, facilitations and presentations.
  • Experience in relationship management at executive-level is required.
  • Strong writing, editing and proofing; communication; collaboration; problem-spotting and solving; and organizational skills strongly preferred.
  • Experience within a healthcare environment preferred.
  • Experience with complex scheduling strongly preferred.
  • Proficient in common MS Office tools including Word, Excel, and PowerPoint.
  • Superior Outlook skills. Interest and ability to learn and apply new tools.
  • Must be willing to travel to other locations within the Partners system.

The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Type: Temp/Contract

Location: Charlestown, Massachusetts