Executive Assistant to Chair; Neurosurgery Job Worcester area,Massachusetts USA,Administrative/Clerical

Position: Executive Assistant to the Chair (Neurosurgery) - 40 hours, days

UMass Memorial Health is an equal‑opportunity and affirmative‑action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, age or any other status protected by law.

Position Overview

Provides diverse and advanced secretarial and administrative primary support for Tier B Executives in the Medical Center or Medical Group. This position supports system‑wide activities in support of Executive(s). The role requires broad and comprehensive experience, skills, and knowledge of UMMHC policies and practices and involves handling complex assignments and information/documents of the highest confidential nature and strategic importance.

I. Major Responsibilities

Greets visitors, coordinates and processes office administrative paperwork, and utilizes word processing and graphics software to format and generate various materials such as correspondence, memos, reports, charts, tables, manuals, minutes of meetings, slides, and presentations at a high standard of quality.

Establishes and maintains executives’ calendar, making decisions to schedule meetings, appointments and travel; prepares agendas and appropriate documents; makes travel arrangements as needed; and handles arrangements for visits by vendors, board members and other guests.

Acts as an advisor to internal and external contacts, monitors progress on important matters and follows up to ensure disposition; answers questions and provides assistance relating to office operations, administrative processes, and established policies and procedures; and interacts with vendors and other executives to obtain information to ensure timely completion of assignments and projects.

Coordinates special projects as warranted for support of the executive office (e.g., board meetings, committee meetings, special presentations, departmental policies, events, or reports, database maintenance, etc.).

Utilizes technology and LEAN process improvement tools to standardize work, eliminate waste and improve efficiency; performs troubleshooting, provides feedback, and assists in implementing new or revised systems and procedures.

Orients new employees, may train employees in new procedures and provide ongoing instruction; may schedule, distribute, and monitor the flow of work for an assigned group of employees; may provide recommendations to management for the most efficient utilization of staff and report personnel issues to supervisors; and may assist in preparing and maintaining the departmental operating budget.

Performs miscellaneous clerical duties, including collating, sorting, faxing, filing, screening emails, and distributing/retrieving documents and mail; records and relays phone messages.

Investigates assigned problems, determines methods of research, data requirements, and analysis techniques; reports problem resolution and/or makes recommendations.

Provides phone coverage and back‑up assistance for other executive assistants or administrators as required.

May ensure basic setup and maintenance of office personal computers and associated equipment.

All responsibilities are essential job functions.

II. Position Qualifications License/Certification/Education

Required:

Associate degree (A.A./A.S.) or equivalent from a two‑year college.
Preferred:
Bachelor’s degree.

Experience/Skills

Required:
- 7 years of related secretarial experience, preferably in a healthcare organization.
- Demonstrated leadership experience.
- Excellent diplomacy, discretion, tact, and proper judgment.
- Positive attitude and approach to people and tasks.
- Strong analytical and organizational skills, business judgement, and attention to detail.
- Ability to prioritize workload and multi‑task.
- Strict confidentiality on all business matters.
- Excellent keyboarding skills; proficiency in Microsoft products (Excel, Word, PowerPoint).
- Advanced technical, computer, and internet skills, including video/virtual conferencing software.
- Prior experience managing projects and handling new tasks confidently.
- Broad understanding of hospital policies and practices.
- Ability to work independently…


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