Executive Assistant
Boston, MA 
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Posted 25 days ago
Job Description
At Boston Children's Hospital, success is measured in patients treated, parents comforted and teams taught. It's in discoveries made, processes perfected, and technology advanced. In major medical breakthroughs and small acts of kindness. And in colleagues who have your back and patients who have your heart. As a teaching hospital of Harvard Medical School, our reach is global and our impact is profound. Join our acclaimed team and discover how your talents can change lives. Yours included.

Under the supervision of the Division Manager, and in direct support of the Chief of Newborn Medicine, the Executive Associate is responsible for providing administrative support essential to the smooth and efficient operation of the Division of Newborn Medicine and the Kourembanas Laboratory. Perform various administrative functions that require in-depth knowledge of Division programs and services, including direct administrative support to the Chief; the administrative support of a basic science laboratory; the compilation and distribution of reports; the preparation, routing, and tracking of administrative forms and documents; and the scheduling and organization of meetings and conferences.

This Executive Assistant will be responsible for:
  • Organizing provision of administrative support services. Monitors and ensures work is performed in conformance with established hospital and departmental policies and procedures. Recommends implements and maintains internal office systems and procedures to promote efficient, effective support service operations. Recommends and assists in development and implementation of departmental administrative policies and procedures.
  • Supporting Division Chief's laboratory members and laboratory operations. Orders and tracks all laboratory supplies. Supports the onboarding of all new lab personnel, including posting job advertisements, collecting necessary paperwork for onboarding, and scheduling all necessary training. Maintains relationships with outside vendors to obtain quotes and schedule service for equipment and supplies. Coordinates the update of all research protocols.
  • Planning, prepares and organizes logistic for seminars, conferences, meetings and other special programs or events. Obtains and organizes planning information, reserves event location(s) and secures necessary supplies, equipment and services. Prepares program syllabus/schedules/agendas, collects and organizes teaching materials, and monitors all associated expenses.
  • Scheduling appointments and meetings and maintains supervisor's calendar. Reserves meeting locations, orders needed supplies and services and prepares agenda and other materials. Prepares travel arrangements, including airline reservations and hotel accommodations.
To qualify, you must have:
  • The level of knowledge typically acquired through completion of two years of occupationally-specific education or an Associate's degree in business or a closely related field and three to four years' experience. Bachelor's degree preferred.
  • The analytical skills to resolve problems that require the use of basic scientific, mathematical, or technical principles.
  • The ability to communicate effectively both orally and in writing and provide empathy in difficult interpersonal situations.

Boston Children's Hospital offers competitive compensation and unmatched benefits, including a flexible schedule, affordable health, vision and dental insurance, generous levels of time off, 403(b) Retirement Savings plan, Pension, Tuition Reimbursement, and discounted rates on T-passes. Discover your best.

Boston Children's Hospital is an Equal Opportunity / Affirmative Action Employer. Qualified applicants will receive consideration for employment without regard to their race, color, religion, national origin, sex, sexual orientation, gender identity, protected veteran status or disability.

 

Job Summary
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Hours per Week
40
Work Hours (i.e. shift)
Day
Required Education
Associate Degree
Required Experience
3 to 4 years
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