Executive Assistant, VP

Job Summary

The Executive Assistant’s Principal Duties and Responsibilities :

• Organizes and oversees provision of administrative support services for department. Plans work schedules to ensure adequate coverage for critical administrative functions
• Monitors and maintains department record keeping systems. Oversees information input into computer databases and spreadsheets, monitors data validity and compiles, prints and distributes reports and other information.

Evaluates, recommends and implements changes or upgrades in systems as appropriate.

Monitors and reconciles budget reports and department expenses, researching and resolving errors or discrepancies. Collects, organizes and prepares information, documents and other materials required for preparation of annual budget, grant applications and other complex reports and documents for administrative, financial, clinical and / or research purposes.

Collects and compiles data from diverse sources, performs calculations, creates computer spreadsheets, graphs and charts, prepares analyses for supervisor's review and performs other related duties as assigned.

Organizes and maintains daily administrative operations of department. Prepares, verifies and monitors departmental payroll and maintains related records.

Prepares reports and documents to comply with requirements, according to established schedules. Monitors employee review dates, terminations and other personnel actions and initiates required forms and documents.

Initiates, routes and tracks administrative forms.

Coordinates administration of departmental fellowship and / or residency programs, training grants and related programs.

Records and monitors receipt of application materials and schedules interviews. Communicates with applicants, other hospital departments and institutions by phone or in writing to assess status of applications / appointments and exchange information.

Collects, prepares, routes and tracks required appointment, credentialing and licensure documents. Compiles and maintains related files and records.

• Plans, prepares and organizes logistic and administrative requirements for seminars, conferences and other special programs or events.
• Schedules appointments and meetings and maintains supervisor's personal calendar.
• Monitors and maintains department supply inventory. Authorizes purchase of standard departmental supplies and equipment repair services within established budget allocations.

Serves as liaison to support service departments.

Leads and supervises work of designated office support personnel. Trains and orients new personnel and communicates changes in hospital and departmental policies and procedures.

Participates in selection, evaluation and discipline of subordinate staff as appropriate.

Transcribes and types for clinical, administrative or research purposes, including highly complex and / or confidential financial / business documents.

Proofreads and edits materials. Receives and screens correspondence.

To qualify, you must have :

• Completion of 2 years of occupationally specific education or an Associate's degree.
• 3 years’ experience.
• Analytical skills to resolve problems that require the use of basic scientific, mathematical, or technical principles.
• Ability to communicate effectively both orally and in writing and provide empathy in difficult interpersonal situations..

Boston Children’s Hospital offers competitive compensation and unmatched benefits including flexible schedules, affordable health, vision and dental insurance, child care and student loan subsidies, generous levels of time off, 403(b) Retirement Savings plan, Pension, Tuition and certain License and Certification Reimbursement, cell phone plan discounts and discounted rates on T-passes.

Experience the benefits of passion and teamwork.