Executive Assistant, TEAM UP Center

Position: Executive Assistant, TEAM UP Center

Location: Boston, MA

Schedule: 40 hours per week, Hybrid (on-site 2-8 days per month)

The TEAM UP Center equips primary care practices to integrate behavioral health services, ensuring all children and youth have access to care. Our vision is all children and families will live within a community that fosters and promotes physical and behavioral health, wellness, and resilience.

The Executive Assistant role provides highly skilled administrative support to the Executive Director of the TEAM UP Center and their staff. Tasks include, but are not limited to: drafting correspondence, preparing presentations, spreadsheets/reports, press releases, managing calendars, scheduling appointments and meetings, preparing/distributing minutes, payroll time-management, and requisitioning supplies. This individual works autonomously, sets priorities and independently executes decisions of a complex nature.

The TEAM UP Center values workforce well-being, diversity, equity, and belonging. We are committed to creating and sustaining an inclusive team and workforce that is representative of the communities served through the initiative. We strongly encourage people from all walks of life and backgrounds to apply.

• Calendar management:
  Schedules meetings, tracks responses; maintains and coordinates the Executive Director’s complex schedule, including meetings with internal and external stakeholders; prioritizes conflicting demands and ensures timely attendance and preparation.
• Correspondence and communication:
  Manages incoming and outgoing communications by composing and preparing correspondence for the Executive Director; handles inquiries with professionalism and discretion.
• Travel arrangement:
  Plans and coordinates travel including developing itineraries, submitting event registrations, and managing logistics. Ensures travel plans align with business objectives.
• Administrative support:
  Provides general administrative support including submitting expense and mileage reports, processing invoices (department or Executive Director related); organizes site visits for key donors or community partners; initiates and on-boards new team hires in partnership with HR and IT including employee setup, location and technology, manages time card approvals, and other ad hoc tasks as required to ensure smooth operations. Assists with troubleshooting any technical issues requiring IT support.
• Meeting management:
  Solicits meeting materials and agendas in a timely fashion; coordinates audio-visual and technology requirements, orders catering services, prepares accurate and professional information packages for meetings and ensures timely distribution, as needed. Takes and prepares minutes of meetings, as required.
• Document management:
  Maintains confidential documents, files, and records to ensure accurate organization, version control, and accessibility. Designs and produces complex documents, reports, and presentations, as needed.
• Office management: assists with office mail distribution, works with external vendors and hospital stakeholders, orders supplies, organizes common areas, coordinates with on campus departments regarding logistical matters (e.g. scheduling, parking, facilities and IT requests), handles telephone calls and other correspondence (e.g. Teams, email); determines nature of all calls and initiates appropriate response.
• Evaluates, develops, and revises administrative systems to improve efficiency.

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required).

EDUCATION AND EXPERIENCE:

• Bachelor’s Degree in related field and 3-5 years of progressively responsible experience in office administration, or equivalent combination of education and experience required
  .
• 1-2 years professional work experience with project management, data management, policy research, non-profit fundraising, or related experience highly preferred.

• Excellent written and verbal communication, and organizational skills
• Skill interpreting Corporate and Departmental policies and procedures.
• MS Office application skills (Word, Excel, PowerPoint, Access, One Drive, and Teams) at the advanced level.
• Ability to coalesce teams and organize schedules and meetings.
• Ability to manage multiple, simultaneous, and complex tasks and projects under pressure.
• Ability to maintain confidentiality and composure under pressure.
• Ability to adapt to changes as needed in a fast-paced environment.
• Ability to prioritize, be resourceful and work independently with minimal supervision.
• Initiative, creativity, and flexibility.

• Competitive pay
• Tuition reimbursement and tuition remission programs
• Highly subsidized medical, dental, and vision insurance options
• Career…