Career Opportunities

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

Job Type:

Regular

Scheduled Hours:

40

Work Shift:

Day (United States of America)

Reporting to and under general direction of the Hospital President, the Executive Assistant will be responsible for coordinating all day-to-day administrative functions to assure the efficient operation of the President’s Office. As appropriate, acting independently, the Executive Assistant will be responsible for maintaining the calendar, booking appointments, setting up meetings, answering and placing calls, correspondence to and from President, maintaining electronic files, maintaining supplies and equipment, special projects as assigned, and other day-to-day functions inherent in an administrative position.

The Executive Assistant will also serve as liaison between the President and all callers or visitors to the department, internal and external, using utmost tact, diplomacy and confidentiality. The executive assistant will deal discreetly with sensitive and confidential data and assure that all problems or matters of an unusual nature are referred to the President or appropriate persons in a timely manner.

Job Description:

1. Designs and maintains computer/file systems to ensure organized and accessible information for:

• Policies & Procedures
• Committee Minutes & Records
• Outside Correspondence
• Interoffice Memorandums
• Other miscellaneous documents

2. Manages the hospital president’s calendar; resolves schedule conflicts and ensures appropriate accommodations.

3. Processes sensitive labor and quality improvement information; protects confidentiality at all times.

4. Is proficient in organizing committee meetings and preparing minutes of such meetings:

• Prepares and distributes weekly Operations meeting material including agenda, presentations, and material for approval.  Develops agenda in consultation with President.
• Attends monthly leadership meetings, including preparing and distributing materials.
• Coordinates agenda, materials, and President’s Report for bi-monthly Board of Trustee Meetings, attends meeting to run a/v and take meeting minutes.
• Assists Finance with scheduling and logistics of quarterly Finance Committee Meeting.
• Coordinates materials for Medical Staff Appointment Committee, attends to take minutes, bi-monthly.

5. Arranges travel accommodations for President for out-of-town conferences and meetings.

6. Performs clerical functions including telephone/call management, mail distribution for department, filing, and triaging requests for the Hospital President.

7. Maintains systems for providing administrative services; prioritizes work to ensure timely completion of time-sensitive and important work.

8. Works collegially with other executive and administrative assistants at the Hospital.

9. Establishes and maintains effective two-way communications with area managers, clinical staff, physicians, other administrative staff, trustees, donors, development office, board relations officer, outside visitors and vendors, and patients.

10. Completes work in an accurate and timely manner.

11.Orders supplies and processes request-for-purchase-orders and accounts payable documents as needed.

12. Oversees supply usage to ensure that the cost centers remain within budget.

13. Demonstrates initiative and an appropriate level of self-directedness in fulfilling job responsibilities.

14. Maintains confidentiality in all business or interaction between the office of the President and others.  Deals discreetly with sensitive and confidential data.

Identifies own learning needs and takes steps to address opportunities for improvement.

15. Offers, seeks out and acts upon constructive feedback regarding professional practice and/or services, including that given in performance evaluation session.

16. Demonstrates reliability in regard to attendance and punctuality.

17. Adjusts work schedule to accommodate division needs when needed.

18. Proof-reads and spell-checks prepared work to minimize need for re-work.

19. Updates the hospital president on progress and identified challenges related to administrative and/or project work as appropriate.

20. Maintains a professional decorum in all activities in which she/he represents or appears to represent the hospital.

21. Maintains a safe work environment & actively participates in hospital safety programs & initiatives.

22. Performs all other duties as needed or assigned.

MINIMUM QUALIFICATIONS REQUIRED:

• Associate’s Degree in business administration, healthcare administration, or other equivalent field of study required.  Bachelor’s Degree preferred.  Education requirements may be waived for significant, related direct work experience in excess of requirements below.
• 5-8 years related work experience required. 
• Experience providing administrative support to a high level executive in healthcare setting preferred.
• Proficient in use of Microsoft Office software including Word, Outlook, Excel and PowerPoint.
• Excellent organizational and communication skills.
• Flexibility to adapt to fast-paced environment.
• Demonstrated ability to work cooperatively and effectively with a variety of people. Ability to manage and complete projects demonstrating initiative and self-direction.
• Successful candidate will be a critical thinker who is highly organized, detail oriented, and able to plan ahead to prioritize all deliverables for timely completion.

FLSA Status:

Exempt

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment. Learn more about this requirement.

More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer/Veterans/Disabled