Executive Assistant II - Tufts Medicine Medical Group

Job Details

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.

This role provides advanced administrative support and project management to assist a leader of a major corporate function. Responsibilities include handling confidential, complex information, scheduling, coordinating meetings, preparing reports, and liaising with executive level stakeholders. The position requires discretion, judgment, and the ability to influence others with minimal supervision.

• Associate's Degree and five years of progressively responsible secretarial/administrative experience OR
• Bachelor's Degree and three years of progressively responsible secretarial/administrative experience.

• Produce correspondence, memos, minutes, and reports. Edit for grammar, spelling, and style, and prepare high-quality presentation graphics.
• Expedite the production of special reports, brochures, annual reports, and manuals, coordinating with Marketing/Communications, executive offices, and outside vendors.
• Attend committee and board meetings as recording secretary.
• Coordinate all department-level meetings: arrange dates, venues, conference calls, distribute materials, and send calendar invitations.
• Arrange a wide variety of inside and outside meetings, special events, and activities; prioritize efficiently and make travel arrangements for extended trips and groups.
• Coordinate large, complex internal and external meetings, seminars, and similar events, and produce meeting agendas.
• Communicate with high-level executives and officials to exchange sensitive information, expedite matters, monitor progress, and follow up to ensure dispositions.
• Serve as office receptionist: greet visitors, screen calls, take messages, and direct inquiries.
• Assist with administrative processes associated with the department or function.
• Expedite highly sensitive administrative matters requiring an understanding of hospital policies.
• Process and follow up on office paperwork such as purchase requisitions, employment requisitions, employee time sheets, and expense vouchers.
• Follow up with personnel to ensure timely completion of tasks.
• Provide guidance on hospital administrative policies and procedures.
• Prepare and manage the departmental operating budget, monitor expenditures, and report significant variations.
• Perform assigned portions of highly sensitive projects: acquire information, conduct data analysis, and prepare reports with recommendations.
• Prepare reports using statistical or financial tables, developing original graphs and charts as needed.
• Use internet and information research skills.
• Set up and maintain files and records of confidential information for efficient retrieval.
• Maintain reports using database applications and arrange necessary information.
• Ensure adequate inventory of office supplies and maintenance of office equipment.
• Maintain and troubleshoot office personal computers and associated equipment.
• Use standard office applications (word processing, spreadsheets, presentation graphics, database) and additional project management or scheduling software.
• Perform miscellaneous clerical duties: collate, sort, fax, file, distribute, and retrieve documents and mail; record and relay phone messages.
• Participate in performance improvement initiatives and apply quality improvement practices daily.
• Ensure compliance with health and safety requirements and regulatory agencies (DPH, etc.).
• Ensure compliance with hospital policies, quality assurance programs, and infection control procedures.

• Normal office setting.
• Frequent contact with patients, medical staff, and department personnel.
• Frequent sitting, occasional standing & walking, and lifting of 5-10 lbs.
• Requires manual dexterity for keyboard use.
• Requires ability to see computer screen and reports.

• Manage multiple simultaneous tasks and prioritize.
• Excellent verbal and written communication skills in English.
• Proficient in Microsoft Office (Outlook, Excel, PowerPoint).
• Accurate writing and spelling.
• Adaptability to changing deadlines and required shifts.
• Work under pressure.
• Visualize big picture independently with minimal supervision.
• Excellent proofreading skills.
• In-depth knowledge of office management and daily operations.
• Working knowledge of office equipment (printers, fax machines).
• Highly resourceful team player.

Pay Range: $60,908.12 - $76,140.43