Job Openings

Administrative Assistant (Sr.)

Job ID: BH440704

Category: Administrative Assistant

Specialty: Administrative

Job Title: Administrative Assistant (Sr.)

Must Haves:
– Associate degree or related experience
– Minimum of 3 years of applicable administrative experience
– Must be proficient with Microsoft Outlook, PowerPoint, Word, Excel, and other MS Office software

Preferred:
–  Bachelor’s degree
– Past responsibilities involving calendar management and the support of leaders in a large, complex, matrix organization
– Experience supporting multiple administrative leaders

Job Summary: 
PRINCIPAL DUTIES AND RESPONSIBILITIES:
· Manage multiple complex schedules, including the planning and timely notification of meetings and appointments using independent judgment in setting priorities and proposing alternatives to meetings; this includes meeting preparation
· Arranges facilitates and manages meetings, compiling required documentation, and generating minutes as appropriate.
· Collaborate with other senior administrative support staff, EAs, and individuals outside of the organization to ensure sound calendar management, the adequate balance of meeting time, work time and general availability
· Ensure adequate travel time in schedules
· Communicate schedule changes promptly
· Proactively identify calendar conflicts and works with directors to resolve
· Support and set up for the departmental, individual, small group, and committee/working group/task force meetings
· Ensure meeting participants have accurate meeting logistics (location, directions, etc.)
· Arranges for conference room, catering, and technical support (i.e., projector, teleconferencing services) and prepares materials as necessary Provide customer-friendly support to answer questions and resolve issues following appropriate policies and procedures
· Handle confidential matters with the utmost discretion
· Uses independent judgment to manage workload and responsibilities, as well as solve problems
· Provide support and coordination for activities for the department, including seminars, conferences, meetings, and committees.
· Maintain office files and systems to ensure the easy retrieval of documents and correspondence.
· Assists with correspondence, filing, telephone coverage, routing routine mail, and other administrative activities
· Assists with interview schedules and travel arrangements for potential faculty candidates.
· Provides support for departmental initiatives and special projects, as assigned by the Program manager.
· Prepares and tracks expense reports
· Develops and maintains effective and highly professional working relationships with departmental and hospital administration, faculty, trainees, and staff as necessary to carry out goals/projects.
· Often performs other duties as assigned or as responsibilities necessitate.
· Provides back-up coverage for other Senior Administrative Assistants as well as to the Executive Assistant to the Chair

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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: Boston, Massachusetts