Join to apply for the Executive Assistant role at Beth Israel Lahey Health
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Join to apply for the Executive Assistant role at Beth Israel Lahey Health
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, youre making a difference in peoples lives. Offers high-level executive support for Beth Israel Lahey Health (BILH), overseeing all facets of the executive's administrative operations. Responsibilities include managing travel logistics, coordinating schedules and meetings, handling executive correspondence, and fostering effective communication with administrative and clinical leaders, medical providers, field leaders, and other stakeholders. Executes intricate administrative tasks with autonomy and efficiency, ensuring seamless project and operational workflows. This role requires a comprehensive understanding of policies, procedures, software, and tools, along with expertise in preparing spreadsheets, charts, and presentation materials, as well as conducting both online and offline research. Job Description: Primary Responsibilities: Provides crucial administrative support including, but not limited to: scheduling meetings, following up on meeting-generated tasks, preparing documents and presentation slides. Handles telephone calls in a professional, courteous speaking manner, and initiates appropriate disposition. Manages sensitive financial data with a focus on maintaining confidentiality and precision, while providing support for budgeting and financial planning activities. Fosters effective teamwork and collaboration within the administrative department to achieve its goals and objectives. Develops strong cross-functional partnerships that connect leaders and teams across all levels, both at the local hospital and throughout system operations. Serves as a representative for the executive, addressing policy and informational inquiries while redirecting complex issues to HR specialists when necessary. Establishes influential relationships at every level of the system. Provides support for various ad-hoc projects, including collecting feedback and designing organizational templates. Independently drafts and refines professional-quality correspondence, Excel spreadsheets, PowerPoint presentations, and memoranda. Proofreads and edits all written materials, ensuring the accuracy of data and documents before submission. Prepares meeting materials, agendas, and notes, along with administrative forms such as purchase requisitions and check requests, adhering to system procedures. Offers assistance with special projects when needed. Handles confidential communicationswhether written, electronic, or verbalrelated to staff, departments, and system matters with discretion. Maintains sensitive materials in compliance with HIPAA regulations and system standards. Plans and executes meetings or special events, including arranging conference room reservations, sending and monitoring invitations, managing food and beverage procurement, and facilitating vendor payments. Prepares meeting spaces and necessary equipment, such as conference call systems, audiovisual tools, and projectors. Oversees and manages inventory levels for office supplies and equipment, ensuring timely procurement within the allocated budget. Maintains the functionality of office equipment, coordinating repairs or replacements with vendors or IT as needed. Required Qualifications:Referrals increase your chances of interviewing at Beth Israel Lahey Health by 2x
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