Executive Assistant- Department of Surgery

$31,200 - $31,200/Yr

Tufts Medical Center - Boston, MA

Full-time - Entry Level

Boston, MA

501-1,000 employees

Ambulatory Health Care Services

About the position

The Executive Assistant role in the Department of Surgery at Tufts Medical Center is designed to provide high-level administrative and business support to executive leaders. This position involves managing complex details and advanced administrative duties, ensuring efficient scheduling, meeting coordination, and project implementation. The Executive Assistant serves as a liaison to board-level volunteers and physician leaders, handling sensitive information with discretion and professionalism.

Responsibilities

• Produces correspondence, memos, and reports from dictation, drafts, and models, ensuring high-quality presentation and style.
• Expedites the production of special reports, brochures, and manuals, coordinating with marketing and external vendors.
• Attends meetings as a recording secretary, documenting discussions and decisions.
• Composes or selects letters based on supervisor's instructions and responds to routine inquiries.
• Arranges a variety of meetings and special events, prioritizing for efficient use of time.
• Coordinates large, complex internal and external meetings and seminars, including agenda production.
• Communicates with high-level executives to exchange critical information and expedite matters.
• Receives phone calls and messages, providing informed interpretation on procedures and policies.
• Provides assistance with administrative processes associated with the department.
• Expedites sensitive administrative matters requiring understanding of hospital policies.
• Processes and follows up on office administrative paperwork, such as purchase requisitions and expense vouchers.
• Follows up with personnel to ensure timely completion of tasks.
• Provides guidance on hospital administrative policies and procedures.
• Prepares and manages the departmental operating budget, monitoring expenditures.
• Independently performs assigned portions of sensitive projects, preparing reports and recommendations.
• Prepares reports using statistical or financial tables, developing original formats for data presentation.
• Uses standard and internet research skills for information gathering.
• Sets up and maintains files of sensitive, confidential information for efficient retrieval.
• Utilizes database applications to maintain reports and information.
• Ensures adequate inventory of office supplies and maintenance of office equipment.
• Ensures basic setup and maintenance of office personal computers and associated equipment.
• Performs miscellaneous clerical duties such as collating, sorting, and filing documents.
• Participates in performance improvement initiatives and demonstrates quality improvement in operations.
• Ensures compliance with health and safety requirements and regulatory agencies.
• Maintains collaborative team relationships to contribute to the working group's goals.

Requirements

• Associate's Degree OR High School Diploma AND Two (2) years of administrative experience.
• Four (4) years of administrative experience.

Nice-to-haves

• Experience in project management.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, and PowerPoint.
• Strong proofreading skills.

Benefits

• Health insurance
• Paid holidays
• Professional development opportunities
• Flexible scheduling