Executive Assistant Job at The Planet Group, Boston, MA

V2Q4RjQvOEhJck1MVkowcG9GNVFJcUZFc1E9PQ==
  • The Planet Group
  • Boston, MA

Job Description

Contract Length: 6-month contract

Schedule: 40 hrs/week | 9:00–5:00 M-F

Qualifications (Required):

  • 3+ years of relevant administrative experience
  • Microsoft Office Proficiency; excellent Excel skills
  • Strong communication skills
  • Strong organizational skills, including supporting more than one officer

Preferred Qualifications:

  • Experience in higher education or medical setting

Job Description:

The Executive Assistant provides executive level support to the Chief, Division of Medicine and coordinates the administrative functions of the Department of Medicine. This position will also provide administrative support to the Vice Chair of Finance and Administration and the Vice Chair of Clinical Operations and other executive leadership as needed. Typical responsibilities will include managing travel arrangements; coordinating schedules and meetings; coordinating executive correspondence and communications internally and externally; management of department conference rooms and office functions; planning meetings and events; processing reimbursement requests; providing support for presentations and meetings; and administrative support for department-wide initiatives and events.

The Executive Assistant will aid in new hire efforts by reviewing offer letters, aiding in the faculty appointments & promotions process, maintaining faculty files with relevant HR documentation, and tracking new hires and terminations for all faculty in the Department of Medicine (DOM). The executive assistant will be responsible for collating and presenting faculty, staff, and department statistical data. This position will be responsible for additional special projects which will be assigned based on the department need.

60% Calendar Management:

  • -Schedule meetings and calls; tracks responses; coordinates audio-visual and technology requirements, orders catering services, etc., as needed.
  • -Prepares information packages for meetings, and distributes. Takes and prepares minutes of meetings, as required. Ensures that minutes and other written documents are accurate and professional.
  • -Schedules travel
  • -Track of correspondences
  • -Track professional licenses, memberships, etc.
  • -Manage conference room booking for department conference rooms

30% Provide general office administration/management responsibilities:

  • -Order office supplies from Staples and through -Purchase Orders
  • -Process Reimbursements
  • -Provide support for meetings & events hosted by chair's office or DoM Central including ordering & coordinating food, booking rooms, coordinating speakers and slides
  • -Evaluates, develops and revises administrative systems in order to improve efficiency.
  • -Aids faculty affairs manager with Appointment & Promotions for all department faculty
  • -Tracks new hires & terminations
  • -Responsible for collating and presenting faculty, staff and department statistical data

10% Special Projects:

  • -Administrative support for department-wide initiatives including but not limited to Evans Research Days, DEIA Week, M.A.D.E. Staff Development Program, Administrative Coordinator monthly series, Monthly Administrative Director meetings, Department Faculty meetings, etc.
  • - Regularly reviews status of project and makes modifications to scheduling, costing, equipment, preparing status reports and documents periodically throughout the project.
  • - Special Projects as assigned by the Chair of Medicine, the Vice Chair of Finance & Administration and/or the Associate Administrative Director as needed

Job Tags

Contract work, Work at office,

Similar Jobs

Hub Group

Location Manager Job at Hub Group

The Location Manager is a critical leader at the market. The Location Manager will be responsible for overseeing the day to day operations at his/her location(s). The Location Manager will be required to fully understand all aspects of his/her location(s), build positive...

IDR, Inc.

Service Desk Analyst (480529) Job at IDR, Inc.

 ...IDR is seeking a Service Desk Analyst to join one of our top clients in Brentwood, TN . This role is perfect for individuals eager to contribute to a dynamic team, providing exceptional IT support as our client expands their service desk operations. If you are looking... 

BHS Construction, Inc.

CFO/Business Operations Director Job at BHS Construction, Inc.

 ...exceptional place to live and work. Home to Kansas State University, Manhattan has a vibrant, welcoming community with great dining, local breweries, and a lively arts and sports scene. Residents enjoy an outstanding quality of life with short commutes, affordable housing, and... 

Amberstone Co

Skilled Technician (Residential & Light Commercial) Job at Amberstone Co

 ...Amberstone is expanding our home services and light commercial operations and is seeking experienced service technicians with strong hands-on trade skills. This role is for professionals who take pride in their craftsmanship and understand what quality work looks like in... 

Dina Bandman Interiors

Senior Designer Job at Dina Bandman Interiors

 ...Bandman Interiors is a boutique full-service residential interior design firm located in North Beach. Although a small firm, we have a...  ...furniture, Kitchens, Bathrooms, RCP plans & construction documents/sets Ability to juggle multiple priorities/competing priorities/...