Job Title :- Executive Assistant to the CHRO Location :- Boston MA Pay Rate :- $80K-85K/year plus benefits Duration :- Full time permanent Must-Haves: Minimum of 5 years of experience is needed in an office environment.
Excellent presentation, oral, and written skills.
Proficient in MS Office, particularly Powerpoint and Excel.
Ability to manage multiple projects simultaneously, adapt to changes, and manage competing demands.
osition: Executive Assistant Department: Human Resources Schedule: Full Time ESSENTIAL RESPONSIBILITIES / DUTIES: - Provides executive administrative support to a Department Chair, Executive Director, or Vice President and other department senior leaders, including, but not limited to scheduling appointments, scheduling meetings, taking meeting notes, following up on meeting-generated tasks, and preparing documents and slides using PowerPoint, Excel, and Microsoft Word.
- Composes high-level correspondence and memoranda independently and with professional quality. Edits and proofreads all written materials and verifies the validity of data and documents contained in all reports before submission.
- Analyzes, categorizes, prioritizes, and distributes mail. May initiate responses for the Chief's review and/or complete and send out responses on his/her behalf, as per established protocols.
- Maintains the Chief's calendar up-to-date; coordinates vacation, and schedules meetings and appointments with particular attention to preventing scheduling conflicts.
- Makes registration and travel arrangements; makes hotel reservations; provides written itineraries for all travel plans.
- Schedules meetings, track 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.
- Follows up with managers, to ensure adherence to project and tasks deadlines.
- Manages invoices and accounts payable for the department. Manages subscriptions. Assists with monitoring departmental budget and account balances.
- Monitors and maintains an inventory of office supplies and equipment. Purchases supplies as needed and stays within the established budget. Keeps office equipment in working order and contacts IT or service provider, as necessary, for repairs or replacements.
- Evaluates, develops, and revises administrative systems to improve efficiency.
- Handles telephone calls in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate disposition.
- Creates reports, spreadsheets, charts, presentations, or other correspondence requested.
- Performs office-related duties such as maintaining departmental files, manuals, and records; picking up mail, categorizing and delivering mail, storing and distributing office supplies, handling faxes, scanning, filing, photocopying collating materials, maintaining the update of policy manuals, etc.
- Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital matters.
- Acts as a liaison with external customers to ensure efficient communications.
- Conducts online and other types of research
Other Support Activities - Support and lead activities for HR events
- Develop and help refine presentations for a wide range of HR deliverables, including SVP HR/CHRO presentation
- Performs related duties as assigned.
JOB REQUIREMENTS: EDUCATION: - A bachelor's Degree in a related field is required or a combination of additional experience and training will be considered.
EXPERIENCE: - Minimum of 5 years of experience is needed in an office environment.
