Job Description

Join to apply for the Executive Assistant role at Beth Israel Lahey Health

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Join to apply for the Executive Assistant role at Beth Israel Lahey Health

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.

Offers high-level executive support for Beth Israel Lahey Health (BILH), overseeing all facets of the executive's administrative operations. Responsibilities include managing travel logistics, coordinating schedules and meetings, handling executive correspondence, and fostering effective communication with administrative and clinical leaders, medical providers, field leaders, and other stakeholders. Executes intricate administrative tasks with autonomy and efficiency, ensuring seamless project and operational workflows. This role requires a comprehensive understanding of policies, procedures, software, and tools, along with expertise in preparing spreadsheets, charts, and presentation materials, as well as conducting both online and offline research.

Job Description:

Primary Responsibilities:

Provides crucial administrative support including, but not limited to: scheduling meetings, following up on meeting-generated tasks, preparing documents and presentation slides. Handles telephone calls in a professional, courteous speaking manner, and initiates appropriate disposition.

Manages sensitive financial data with a focus on maintaining confidentiality and precision, while providing support for budgeting and financial planning activities.

Fosters effective teamwork and collaboration within the administrative department to achieve its goals and objectives. Develops strong cross-functional partnerships that connect leaders and teams across all levels, both at the local hospital and throughout system operations.

Serves as a representative for the executive, addressing policy and informational inquiries while redirecting complex issues to HR specialists when necessary. Establishes influential relationships at every level of the system.

Provides support for various ad-hoc projects, including collecting feedback and designing organizational templates. Independently drafts and refines professional-quality correspondence, Excel spreadsheets, PowerPoint presentations, and memoranda.

Proofreads and edits all written materials, ensuring the accuracy of data and documents before submission. Prepares meeting materials, agendas, and notes, along with administrative forms such as purchase requisitions and check requests, adhering to system procedures. Offers assistance with special projects when needed.

Handles confidential communicationswhether written, electronic, or verbalrelated to staff, departments, and system matters with discretion. Maintains sensitive materials in compliance with HIPAA regulations and system standards.

Plans and executes meetings or special events, including arranging conference room reservations, sending and monitoring invitations, managing food and beverage procurement, and facilitating vendor payments. Prepares meeting spaces and necessary equipment, such as conference call systems, audiovisual tools, and projectors.

Oversees and manages inventory levels for office supplies and equipment, ensuring timely procurement within the allocated budget. Maintains the functionality of office equipment, coordinating repairs or replacements with vendors or IT as needed.

Required Qualifications:

• Associate's degree required. Bachelor's degree preferred.
• Minimum 5-8 years of work experience providing administrative support to executives required.
• Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. May produce complex documents, perform analysis and maintain databases. and maintain databases.

Preferred Qualifications:

• Working in an executive office. Working in healthcare industry. Knowledge of office processes and best practices
• Familiarity with Financial Concepts: Basic understanding of financial terms and concepts is beneficial.

Competencies:

• Decision Making: Ability to make decisions that are guided by general instructions and practices requiring some interpretation. May make recommendations for solving problems of moderate complexity and importance.
• Strong Critical Thinking and Problem-Solving Skills: Ability to analyze situations, identify issues, and find solution.
• Independence of Action: Ability to follow precedents and procedures. May set priorities and organize work within general guidelines. Seeks assistance when confronted with difficult and/or unpredictable situations. Work progress is monitored by supervisor/manager.
• Strong Communication and Interpersonal Skills: Excellent written and verbal communication skills are essential for interacting with the CFO and other stakeholders.
• Organizational and Time Management Skills: Ability to prioritize tasks, manage multiple deadlines, and work effectively in a fast-paced environment.
• Team Work: Ability to interact respectfully with other employees, professional staff and/or external contacts to offer ideas, identify issues, obtain information or deliver services.

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

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Hospitals and Health Care

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