Executive Assistant

Summary

Under the general guidance of the Administrative Manager, the Executive Assistant will provide comprehensive administrative support to members of the Radiation Oncology administrative leadership team, including, but not limited to, the Vice President. This role requires advanced administrative skills and the ability to manage time-sensitive and confidential correspondence with discretion and professionalism.

• Manage multiple complex calendars, proactively resolving scheduling conflicts and coordinating leadership to prioritize meetings.
• Ensures leadership team is prepared for events and meetings by providing the right documents, information, or meeting logistics.
• Serve as a point of contact between department leadership and internal/external stakeholders maintaining the highest level of professionalism.
• Maintains strict confidentiality of sensitive patient, staff, and organizational information.
• Coordinate logistics for meetings and events, including room reservations, A/V setup, and catering arrangements.
• Remain knowledgeable of corporate policy and processes to ensure accurate and timely administrative support.
• Maintains a clean and organized office environment; assists with ordering supplies, submitting work orders, and processing incoming mail and packages.
• Reconciles and verifies corporate credit card expenses; prepares and submits expense reports, as needed.
• Assists other administrative/executive assistants and may assist with orientation and training of staff.
• May make contacts of a sensitive, complex, and confidential nature.
• Completes routine tasks under minimal supervision.

• High School Diploma or Equivalent required
• Associate's Degree or higher preferred

Can this role accept experience in lieu of a degree? No

• 3-5 years of experience as an Administrative Assistant to Executive or Chair or Senior Leader required

• Requires highly proficient/advanced administrative skills and office applications skills.
• Ability to proofread and edit written documents.
• Ability to manage more complex phone calls, and give more detailed information, solving more complex issues as appropriate.
• Highly proficient in all communication skills (phone, verbal and written).
• Ability to handle sensitive information and situations with poise and professionalism.
• Strong organizational, coordination and judgment skills.
• Ability to prioritize effectively.
• Ability to problem solve and troubleshoot.
• Ability to analyze a situation and determine best course of action within established guidelines.
• Basic math knowledge with some knowledge of bookkeeping.
• Advanced understanding and use of medical terminology and comprehension of billing and fiscal information.
• Ability to demonstrate good leadership skills in a team environment, including ability to provide guidance, orient, train and assist other administrative staff.

Brigham and Women's Physicians Organization, Inc. is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.