Executive Assistant to the President - Beth Israel Deaconess Medical Center : Job Details

Job Type: Regular Time Type: Full time Work Shift: Day (United States of America) FLSA Status: Exempt When you join the growing BILH team, you're not just taking a job, youre making a difference in peoples lives. Reporting to the President, this position will provide executive assistant and project management support to the executive office, and performs a variety of administrative duties in an autonomous and flexible environment. In addition, act as lead executive assistant and provide oversight of executive assistants within the executive suite. Leads a culture of professionalism, efficiency, effectiveness and team work, collaboration and ensures smooth operations of the executive suite. Job Description: Essential Duties & Responsibilities including but not limited to : Anticipate the needs of the President. Review correspondence and draft responses as appropriate, or forward to the appropriate person for response. Act as a liaison with LHMC leadership, assisting in relationship building with various constituents and leadership offices. Plan, implement and follow-up on special events and associated activities. Generates documents and reports based on provided guidelines. Works independently and uses own initiative to make judgments and decisions in Presidents absence. Uses good judgment daily in decision making and prioritizing duties including scheduling meetings, updating CVs, dictation, and transcription, reimbursing expenses, directing visitors, answering telephones, making reservations, mail, correspondence, etc. Respond to and handle crisis or urgent matters appropriately. Coordinates the scheduling of recruitment activities. Develop onboarding plans for senior leaders within LHMC. Track, monitor, and follow the progress of projects, action items, and strategies that emanate from the executive committee, administrative leadership group, etc. Minute all appropriate activities and action resulting from leadership meetings and disseminate such materials in a timely fashion. Ensure that appropriate follow-up actions are taken. Initiate subsequent follow-up meetings and communication for key stakeholders as directed. Develop memos, communiques, and correspondence. Prepare agendas and identify meeting participants. Collect, prepare, and distribute appropriate briefing materials. Ensure information flow to and from the executive's office, via all types of venues (forums, correspondence, speeches, conferences, retreats, etc.). Organize and maintain teaching and research files of manuscripts, lecture notes, reports, records, and correspondence required for reference, efficient operation of office, and verification of bibliographic references. Type and edit technical or scientific manuscripts, grant applications, lectures, reports, and correspondence from rough drafts, corrected copy or voice recordings utilizing knowledge of grammatical form, technical, or scientific terminology symbols and format, and established style manual procedures. In addition to the above job responsibilities, other duties may be assigned. Board Support Serve as the primary administrative contact for the Board of Trustees, managing all aspects of board meetings, including scheduling, logistics, and documentation. Prepare and distribute agendas, board packets, meeting minutes, and other board-related materials, ensuring accuracy, completeness, and compliance with governance standards. Coordinate all logistics for board meetings, including room setup, technology needs, catering, and travel arrangements for board members. Maintain accurate and confidential records of board activities, ensuring documentation is filed and accessible according to organizational policies. Minimum Qualifications: Education : Associates Degree in Administration or equivalent education and experience. Bachelors Degree preferred Skills, Knowledge & Abilities: Thoroughly proficient in use of a personal computer, including word processing, spreadsheets, presentations, databases, electronic scheduling software, e-mail, and accessing information on the Internet. Proficient in written and oral communication; able to compose and/or edit memoranda. Ability to draft presentation for review by stakeholders. Ability to draft academic letters of support or supporting documentation for education or research purposes. Ability to work with and hold as confidential highly sensitive information including personnel, budget, disciplinary action, and strategic information relating to all staff. Effective leadership skills. Thoroughly proficient in project management. Ability to use independent thinking to solve problems and anticipate needs. Ability to effectively interface with all high-level individuals and to represent in a highly professional manner. Ability to work independently and to achieve results as part of a team. Exceptional organizational skills with the ability to set priorities, manage multiple projects and meet project deadlines. Ability to exercise tact and diplomacy. In the absence of any of these skills, demonstrates the ability to be thoroughly trained to meet organizational standards. Experience: Minimum of 10 years administrative support to one or more executives in a comparable healthcare setting. 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