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Executive Assistant, remote

Company: Partners Healthcare System
Location: Somerville
Posted on: November 23, 2022

Job Description:

This highly visible position will manage the daily activities and complex calendar of the Vice President, Human Research Affairs (VP HRA). This person will work to ensure efficient and effective day-to-day functioning of the fast paced and dynamic office with the VP HRA and Directors

PRINCIPAL DUTIES AND RESPONSIBILITIES

* Manage the daily activities and complex calendar of the Vice President, Human Research Affairs (VP). Use independent judgment in setting priorities and proposing alternatives to meetings. Collaborate with administrative staff across the system to book hard-to-schedule meetings with other executives and leaders.
* Ensure the effective day-to-day functioning of the fast-paced and dynamic HRA offices working with the VP and Directors
* Perform diverse administrative functions requiring confidentiality, initiative, and sound decision-making. Handle confidential matters with the utmost discretion.
* Exercise independent judgment, escalating serious or unique problems to higher levels.
* Act as a point of contact and follow up with internal and external contacts at all levels of the organization; maintain the utmost professionalism in these interactions.
* Play an important role as it relates to the vision of HRA; manage many relationships to advance issues and solve problems.
* Providing general project management support to Department in department or system-wide operational initiatives.
* Develop processes and procedures to improve operational efficiency and effectiveness.
* Provide leadership and ownership to various process and revenue improvement projects.
* Develop a communication plan to keep leadership apprised of bottlenecks and barriers to success.
* Serve on departmental or hospital committees and task forces. This role may be asked to provide staff support to committees as needed.
* Understands all details of projects thoroughly and assesses the requirements of the project, the stages involved, the milestones, and the specific deliverables
* Plan, organize, and attend departmental meetings, recording minutes and outputs as needed
* Composes letters and or memoranda as appropriate from notes, verbal instructions, or independently from knowledge of circumstances and policy
* Assist with registrations for conferences and other events, as applicable
* Coordinate and book travel arrangements (both domestic and international) including hotels, air, and any other arrangements.
* Process expense reimbursements, from submission through payment, for the VP HRA and Directors. Contacts vendors when appropriate.
* Handle day-to-day purchasing decisions(ensuring budget limitations are considered) and manage and track invoice payments for department bills. May assist with IRB Core billing as needed.
* Prepare meeting materials including but not limited to: agendas, bios, and PPT slides
* Maintain files and systems to ensure easy retrieval of documents and correspondence
* Administrative duties: arranging couriers, ordering supplies, group mailings
* Manage communications, scheduling, and logistics related to committees and councils chaired by the VP HRA.
* Manage events and activities (travel, lodging, food, and agendas) hosted by the VP HRA and Directors including quarterly staff meetings, Leadership Retreats, and an annual DEI Conference
* Complete special projects/assignments as assigned by the VP HRA.

Qualifications

* BA/BS preferred
* Minimum of ten years experience involving complex calendar management in Microsoft Outlook for a senior level executive
* Excellent interpersonal, communication, and organizational skills with exceptional attention to detail and follow-through.
* Proficient with Microsoft Office Suite
* Proven ability to function effectively in a fast-paced environment, organize and prioritize work, and meet tight deadlines.
* Possesses the ability to learn quickly; self-motivated and independent.
* Ability to multi-task, prioritize and meet deadlines while working under pressure.
* Excellent written and verbal communication skills.
* Takes initiative and leads projects.
* Flexible, resourceful, and resilient. Adapts quickly and professionally to changing conditions.

Keywords: Partners Healthcare System, Somerville , Executive Assistant, remote, Other , Somerville, Massachusetts

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