Job Openings

Job ID: BH477074

Category: Executive Assistant, Administrative Assistant

Specialty: Administrative

A healthcare provider in Needham, MA seeks an Executive Assistant for a 3+ month contract assignment 

Must Haves:

• 5+ years experience in an administrative role
• Experience supporting Executives

Preferences:

• Project management experience
• BS/BA

Job Summary/Description:

• Provides complex admin support and oversees projects in support of an executive.
• Independently initiates, organizes, and implements systems and procedures to efficiently manage special projects, reports and presentation preparations. 
• Coordinates all administrative responsibilities to facilitate efficient administrative operations 
• Ensures efficient communication to/from the appropriate Executive, including prioritization of interruptions and messages as appropriate.
• Anticipates information needs, meeting requirements, and plans ahead to facilitate the appropriate Executive's decision making.
• Schedules meetings and maintains appointment calendar in the Microsoft Outlook Scheduling Program.
• Prepares accurate meeting minutes for approval and dissemination in a timely fashion.
• Coordinates preparation of materials including agendas, supporting documents and transparencies for presentation.
• Arranges for meeting space, audio/visual equipment, and refreshments in an efficient, cost effective, and timely manner.
• Maintains responsibility for travel arrangements, including reservations and payment in an efficient, timely and cost-effective manner.
• Coordinate all office matters while the Executive is out of the office as well as troubleshoot any problems.  Maintain excellent communication channels and advise the President of pertinent matters.
• Maintains responsibility for executive travel/educational conferences
• Maintains responsibility for secretarial support functions to the appropriate Executive to ensure efficient utilization of time:
• Composes, types and proofreads correspondence such as letters, memorandums, policies, reports, etc. from drafts or dictation, in an accurate, neat and timely manner as assigned.
• Files all correspondence, policies, reports, forms, etc. in an appropriate location in an orderly fashion within specified time frames.
• Willingly accepts special projects and handles them to completion, e.g. Diversity Committee, Goals tracking, Special recognition events, Survey projects. etc.

#professional