Executive Assistant

Job Description

Job Title: Executive Assistant

Reports to: Executive Coordinator

FLSA Status: Non-Exempt

You will serve as a vital support system for senior executives, ensuring the efficient operation of their offices and enabling them to focus on strategic initiatives. This role involves a dynamic blend of administrative tasks, project management, and communication, all tailored to meet the unique needs of executive leadership. By managing schedules, organizing meetings, and facilitating correspondence you will play a critical role in enhancing productivity and streamlining workflows.

With a strong emphasis on professionalism and discretion, this position requires an individual who is adaptable, detail-oriented, and able to thrive in a fast-paced environment.

• Calendar Management: Organize and manage the calendar of Senior leadership, scheduling meetings, appointments, and conferences while prioritizing urgent matters.
• Communication: Act as the primary point of contact between executives, staff, and external stakeholders, managing incoming and outgoing communications.
• Expense Management: Prepare and submit expenses for reimbursement for leadership in a timely manner.
• Travel Arrangements: Plan and coordinate travel itineraries, including booking flights, accommodations, and transportation for Senior Leadership.
• Project Support: Assist in the organization and coordination of special projects, ensuring timely completion and adherence to deadlines.
• Office Management: Oversee and serve as the backup for the smooth operation of the Somerville MA office, including supplies management, equipment maintenance, and facility coordination. Also support on-site workshops when needed.
• Event Planning: Organize and coordinate corporate events, training programs, and community outreach initiatives.

PLEASE NOTE:

This is not an exhaustive list of all duties, responsibilities and requirements of the position described above. Other functions may be assigned, and management retains the right to add or change duties at any time.

• Bachelor's degree in business administration, management, or a related field or equivalent experience is preferred.
• A minimum of 6+ years of previous experience as an executive assistant or in a similar administrative role.
• Experience working with a global company and/or multiple time zones.
• Experience in coordinating projects and managing timelines effectively.
• Excellent verbal and written communication skills, with the ability to interact effectively with executives, staff, and external stakeholders.
• Strong organizational and time management abilities, with a focus on multitasking and prioritizing tasks effectively.
• Highly proficient in office software (e.g., Microsoft Office Suite, Google Workspace) and familiarity with office equipment and technology.
• High level of accuracy and attention to detail in document preparation and data management.
• Strong problem-solving skills with the ability to anticipate needs and proactively address challenges, demonstrating sound judgment and decision-making.
• Ability to manage sensitive information with discretion and maintain confidentiality, especially in a healthcare setting.
• Willingness to adjust to changing priorities and work environments within a fast-paced atmosphere.
• Familiarity with healthcare systems, regulations, and terminology is often preferred, especially for roles in healthcare organizations.

• Communicates, cooperates, and consistently functions professionally and harmoniously with all levels of supervision, co-workers, patients, visitors, and vendors.
• Demonstrates initiative, personal awareness, professionalism and integrity, and exercises confidentiality in all areas of performance.
• Follows all local, state and federal laws concerning employment to include but not limited to I-9, Harassment, EEOC, Civil rights and ADA.
• Follows OSHA regulations, Deep Health and site protocols, policies and procedures.
• Follows HIPAA, compliance, privacy, safety and confidentiality standards at all times.
• Practices universal safety precautions.
• Promotes good public…