Job Information
Beth Israel Lahey Health Executive Assistant - Administrative Office - 40 Hours - Day Shift in Cambridge, Massachusetts
Job Type: Regular
Time Type: Full time
Work Shift: Day (United States of America)
FLSA Status: Exempt
When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.
Supporting the Chief Operating Officer (COO) and Chief Nursing Officer (CNO), the Executive Assistant (EA) will be a seasoned professional with strong judgement, business knowledge and personal leadership. The successful candidate will enjoy the challenge of a high volume, fast paced working environment and will demonstrate the ability to be flexible and respond quickly and appropriately based on the needs of Nursing Leadership. The EA will possess a high level of integrity and discretion in handling confidential information. The role requires strong collaboration with other Executive Assistant team members at the Hospital, as well as across the Beth Israel Lahey Health (BILH) System.
Job Description:
Primary Responsibilities
Provides executive-level support to the COO and CNO, and where necessary, facilitates the needs of other senior leaders.
Responsible for coordinating complex schedules, managing competing priorities, coordinating catering, following up on meeting generated tasks, preparing materials, presentations, and/or documents for meetings, and corresponding with internal and external stakeholders.
Partners with other Executive Assistants at MAH and BILH to coordinate activities, meetings, and presentation information to ensure a smooth flow of work and coverage.
Interacts with, senior management, medical staff, front lined leaders and other constituents to ensure smooth, timely, and appropriate communications.
Goes the “extra mile” with all patient and family-related communications or issues that come to Administration and immediately brings these to the attention of the appropriate leader and appropriate hospital staff.
Prepares all materials, invites, communications, and presentations for meetings. May personally take minutes of meeting to ensure proper documentation and follow-up.
Prioritizes workflow and uses sound judgment to recognize incoming materials, calls, or other issues that require immediate attention and/or can effectively triage concerns to the appropriate leader or department.
Partners with leadership to maintain up-to-date policies.
Independently plans and coordinates functions and special events as requested by the COO or CNO.
In conjunction with leaders and departments, maintains compliance with regulatory agencies. Performs duties as assigned to support Joint Commission and other regulatory requirements.
Pursues opportunities for improving office and/or organizational functioning. Demonstrates initiative and brings suggestions/ideas for improvement with special attention to efficiency and safety.
Maintains and updates Kronos or assigned nursing areas.
Required Qualifications
Bachelor’s degree in health care, business, or a related field is strongly desired.
An organized and interpersonally savvy individual with demonstrated experience working in a fast-paced organization at an executive level.
Experience in the healthcare field is strongly preferred with expertise in office-based information systems including PowerPoint.
Demonstrated ability to plan, anticipate the needs of an executive, and meet tight deadlines, all while juggling multiple requests.
Effective communicator with the ability to interact with medical staff, Trustees, and department managers as well as act as the key supporting staff member of the hospital’s leader.
Advanced skills in Microsoft Office, Word, Excel, PowerPoint, and a variety of web applications.
As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment. Learn more (https://www.bilh.org/newsroom/bilh-to-require-covid-19-influenza-vaccines-for-all-clinicians-staff-by-oct-31) about this requirement.
More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.
Equal Opportunity Employer/Veterans/Disabled