Executive Assistant - Talent Management & HR Services

Full-time

Brookline, MA

Hospitals

About the position

The Executive Assistant, Talent Management & HR Services (EA) provides high-level administrative support and coordination to the Vice President, Talent Management & HR Services (VP) to ensure seamless execution of all aspects of the VP's portfolio, including: complex calendar management and administrative support to the VP, administrative coordination across the five functional teams comprising the VP's portfolio, and supporting department-wide events and initiatives, process improvements, and other general office management duties. Reporting directly to the Managing Director, HR Administration, the EA will play an impactful role as part of the small, cohesive HR Administration team, collaborating with colleagues to provide shared administrative services and ensure seamless operational workflow across the Department. Above all, the successful candidate will demonstrate exceptional customer service skills and a commitment to meet or exceed expectations in a timely and respectful manner.

Responsibilities

• Provide knowledgeable and skilled general administrative support primarily to Vice President(s) and above or a comparable level executive.
• Advanced communications support.
• Proactively triaging issues as they arise and determining appropriate action in response to inquiries.
• Act as designee of leader in specified areas as directed.
• Complex calendar management of senior executives and anticipating conflicts before they arise.
• Assist executive(s) in preparing presentations as needed; ensure room reservations and A/V equipment is set-up appropriately for VP or SVP hosted meeting.
• Collaborate with leadership, HR, and hiring managers to manage and execute a smooth process for requirement and onboarding new hires.
• Work with leaders to track departmental workforce, i.e., employees, contractors, consultants, and keep organizational charts updated and compiled.
• Manage in person events, ensuring there are appropriate speakers, hosts, and catering arranged.
• Coordinate department events, retreats, leadership meetings and other group meetings with internal and external entities.
• Prepare documents and correspondence that may be highly confidential or politically sensitive in nature.
• Book complex domestic and/or international travel itineraries.
• Attend administrative leadership team meetings as requested, ensuring these meetings have identified facilitators, agendas, and that action items are recorded and followed up on.
• Process invoices to ensure vendors are paid in a timely fashion, assign proper budget codes and coordinate reimbursements.
• Oversee department purchasing cards, online reconciliation, statement and receipts submission to Accounts Payable in a timely manner.
• Process various requisitions, purchase orders, personnel and other forms needed for the department's administration.
• Provide oversight of operational/administrative functions to department managers, including maintaining SOPs and educating staff as needed.
• Maintain a high-level of professionalism, discretion, and confidentiality regarding a variety of highly sensitive topics.
• Help to improve workflow, operating efficiency, and service quality within the department.
• Provide mentorship, supervision, or management to junior administrative staff.

Requirements

• High school diploma required. Bachelor's degree preferred.
• 5 years of administrative experience.
• Excellent communication skills, both written and verbal.
• Advanced knowledge of computer applications including Microsoft Office Suite, Google Suite, Zoom, Adobe.
• Exceptional customer service skills and the ability to interact professionally with peers, leadership, and external contacts.
• Resourceful with strong problem-solving skills.
• Ability to engage with appropriate urgency in situations that require quick response or turnaround.
• Ability to independently prioritize high volume of tasks and manage competing priorities.
• Demonstrated competency with budgeting and office systems and standard computer programs; ability to teach others as needed.
• Ability to work collaboratively with a wide range of people and diverse cultures.
• Ability to handle confidential or sensitive information in an appropriate and professional manner.