Executive Assistant

As an employer, Boston Medical Center is one of a kind - delivering the benefits of well-regarded institutions with the innovative spirit found in smaller organizations.

BMC is a leading academic medical center with a deep commitment to health equity and a proud history of serving all who come to us in need for care. BMC provides high-quality healthcare and wraps around support that treats the whole person, extending beyond our physical campus into our vibrant and diverse communities. This ranges from food and transportation all the way to economic mobility initiatives including jobs and financial literacy. The work does not stop there. Behind the scenes, BMC is a proud advocate for social, racial and environmental justice, and engages with the community to create two-way dialogues to best inform our work. BMC is advancing medicine, while training the next generation of healthcare providers and researchers as the primary teaching affiliate of the Boston University Chobanian & Avedisian School of Medicine.

Position Summary:

The Executive Assistant role provides comprehensive administrative support to Chief of Neurosurgery, managing daily business operations, communications and coordination both internally and externally. We seek a collaborative team player who is proactive, detail-oriented, and highly accountable. A high degree of professionalism is essential, as this individual will engage with internal senior leaders and other key stakeholders. Exceptional organizational and communication skills are a must. Given the nature of handling highly confidential and proprietary information, sound business judgement and a high level of discretion are also critical.

Responsibilities and Essential Functions: The EA

• provides administrative support to the Chief of Neurosurgery and coordinates projects for the Physician Team and Department Manager. This includes maintaining the organizational calendar for the Chief and Neurosurgery, answering and screening incoming emails, mails, phone calls, and setting up appropriate meetings.
• coordinates the interview and onboarding processes of Clinical Staff and Administrative Staff as well as the pre- and post-residency fellowship program applicants. The EA maintains current files of all essential physician documentation, e.g., Academic CV, Publication Activities, Career Conference documents, various licensures, certificates and MOC requirements. The EA ensures confidentiality of all materials generated in these processes.
• manages the department’s social media profiles across various platforms (e.g., LinkedIn, Twitter, Facebook, Instagram, etc.) with a consistent voice and message. The EA develops and executes a content strategy aligned with the department’s goals, including curating and creating engaging posts, images, and videos.
• schedules internal institutional and academic meetings and makes necessary arrangements including room bookings, food service, materials distribution, notification, confirmation for all departmental meetings (business meetings, journal club, morbidity conference etc.) The EA coordinates logistics for outside conferences and seminars and will submit the respective expense reports etc. Completes requisitions, purchase orders and invoices and processes according to BMC standards.
• The EA may at times provide administrative assistance to other department leaders and administrative backup to the Department of Surgery management team and individual Physicians as need arises and time allows. This would include taking charge of CEU, Reimbursements, Staff Meeting and similar tasks as necessary. Additional duties may be assigned after joint review.

Education:

A Bachelor-degree in Communications or related field is required. A Master-degree is preferred.

Knowledge, Skills and Abilities:

• Excellent written and verbal communication, and organizational skills
• Skill interpreting Corporate and Departmental policies and procedures.
• MS Office application skills (Word, Excel, PowerPoint, Outlook) at the advanced level.

Experience:

Three to five years of experience in progressively more responsible positions in office administration is desired. We expect high proficiency using Microsoft Office applications (OneDrive, Outlook, Word, Excel, and PowerPoint). 2+ years professional work experience with project management, marketing, and social media is highly preferred.

We are searching for an individual who is highly motivated and intrinsically driven to participate actively in the creation of a new workplace environment. We are a team that values initiative, creativity and flexibility. In particular, we are looking forward to someone who has the ability

• To coalesce teams and organize schedules and meetings.
• To manage multiple, simultaneous, and complex tasks and projects under pressure.
• To adapt to changes as needed in a fast-paced environment.
• To prioritize, be resourceful and work independently with minimal supervision and who has demonstrated the ability to maintain confidentiality and composure under pressure.

Professional career advancement opportunities will be provided.

Equal Opportunity Employer/Disabled/Veterans