Executive Assistant II - Tufts Medicine Medical Group

Requirements

• 1 . Associate's Degree AND Five (5) years of progressively responsible secretarial/administrative experience OR ;
• Bachelor's Degree AND Three (3) years of progressively responsible secretarial/administrative experience.
• Duties and Responsibilities : The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list . Other duties and responsibilities may be assigned.
• Produces correspondence, memos, minutes, and reports from dictation, drafts, models, etc. Edits material for grammar, spelling, and format and high quality presentation and style. Prepares high quality presentation graphics .
• Expedites the volume production of special reports, brochures, annual reports, manuals, etc. Coordinates efforts with Marketing/Communications, the executive offices, etc., as well as outside vendors to assure production schedules are met.
• Attends meetings of committees/boards composed of executives from the voluntary sector in the capacity of recording secretary.
• Coordinates all department level meetings, arranges dates and place , books conference call line, notifies participants via Outlook calendar invitations; collects, copies and distributes meeting materials.
• Arranges a wide variety of inside and outside meetings, special events and activities . Prioritizes events for the most efficient use of available time. Makes travel arrangements for extended trips and groups.
• Coordinates large, complex internal and external meetings, seminars, and similar events. Coordinates production of meeting agenda.
• Communicates with a wide variety of high-level executives and officials to exchange critical or sensitive information and expedite matters on behalf of superior . Monitors progress on important matters and follows up to ensure disposition. Assignments involve work of a complex and confidential nature, necessitating exposure to highly sensitive information, and requiring considerable discretion, judgment, tact, and diplomacy.
• Functions as office receptionist, greeting and directing visitors. Receives and screens visitors and telephone calls, handling routine inquiries within scope of job responsibilities; takes messages and/or directs all other inquiries to appropriate administrative members.
• Provides assistance with administrative processes associated with the department or function.
• Expedites a wid

Benefits

Additional Information

Title: Executive Assistant II Hours: 40 hours per week; M-F - 8:00 AM to 4:30 PM Location: Primarily onsite at Tufts Medical Center. May require occasional travel to Corporate HQ in Burlington, MA as needed. Job Profile Summary This role focuses on providing administrative and business support to the organization in order to achieve operational goals. In addition, this role focuses on performing the following General Administration duties: Produces documents, collects, records, sorts and files information, handles mail, prepares routine reports, makes travel arrangements, arranges appointments, responds to inquiries, data entry, and operates office equipment . A professional individual contributor role that may direct the work of other lower level professionals or manage processes and programs . The majority of time is spent overseeing the design, implementation or delivery of processes, programs and policies using specialized knowledge and skills typically acquired through advanced education . An experienced level role that applies practical knowledge of job area typically obtained through advanced education and work experience . Works independently with general supervision, problems faced are difficult but typically not complex, and may influence others within the job area through explanation of facts, policies and practices. Job Overview Assumes the responsibility for administrative support and a acts as office coordinator for the department. This position performs duties requiring expert level administrative support and project management skills to assist a leader of a major corporate function, where assignments involve work of a confidential, complex nature and involve handling information of strategic importance. Assists executive by relieving them of complex details and advanced administrative duties. High-level contacts require the use of considerable discretion, judgment, tact, and diplomacy. Independently investigates assigned problems determining method of research data requirements as well as analysis techniques. Prepares reports and recommendations for action by supervisor. Contacts organization personnel at all levels to gather information and prepare reports. Provides day to day scheduling, meeting coordination and project implementation. S erves as a liaison to board level volunteers, physician and executive leaders in support of departmental activities . Serves a principal role in the scheduling and coordination of agendas , projects, and schedules . Job Description

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