Executive Assistant

Ophthalmic Consultants Of Boston - Waltham, MA

Full-time - Mid Level

Waltham, MA

Ambulatory Health Care Services

About the position

Ophthalmic Consultants of Boston (OCB) is currently searching for a dynamic Executive Assistant to join our team. The Executive Assistant provides high-level administrative and organizational support to the Chief Operating Officer (COO), VP of Finance, VP of Human Resources, VP of Operations, and VP of Revenue Cycle. As a crucial aide to the COO, the Executive Assistant will serve as an extension of the COO to handle a wide range of matters of organizational importance. This role requires strong critical thinking skills, the ability to navigate complex situations, and the capacity to build strong relationships with high-level internal and external vendors. The Executive Assistant is responsible for upholding OCB's values of outstanding patient care, Unity, Ethics & Integrity, Fairness, Operational Excellence, and Fiscal Responsibility. The Executive Assistant will manage the operations of the office of the COO, coordinate and oversee executive-level meetings and strategic initiatives. Responsibilities include prioritizing the COO's daily tasks, which may include calendar management, meeting and event planning, and executive documentation and presentation preparation. The Executive Assistant will prepare for and attend executive-level meetings, including Executive Board, Advisory Committee, Management Team, and Board of Directors meetings, which includes preparing agendas, slides, taking notes, and distributing minutes. Additionally, the Executive Assistant will be responsible for the logistical components of executive-level meetings, including agenda creation, note-taking, scheduling, organizing AV, developing presentations, and communicating with attendees. This role also involves working independently on projects and initiatives assigned by the COO and other VPs, serving as a primary liaison with leaders and external vendors to ensure overall effectiveness of the COO office, and providing administrative support for MD recruiting, onboarding, and offboarding. The Executive Assistant will develop and maintain a documentation management system, ensuring structure and proper indexing of documents efficiently, including confidential legal documents such as physician contracts and amended agreements. The position also requires maintaining leases, financial agreements, and related legal documents, as well as coordinating meeting schedules for the Board of Directors, Committees, Executive Leadership Team, etc. The Executive Assistant will perform related job duties as required.

Responsibilities

• Prioritizes COO's daily tasks including calendar management, meeting and event planning, and executive documentation and presentation preparation.
• Prepares for and attends executive level meetings including Executive Board, Advisory Committee, Management Team, and Board of Directors meetings, preparing agendas, slides, taking notes and distributing minutes.
• Responsible for logistical components of executive level meetings including agenda creation, note taking, scheduling, organizing AV, developing presentations, and communicating with attendees.
• Works independently on projects and initiatives assigned by COO, VP of Finance, VP of Human Resources, VP of Operations and VP of Revenue Cycle.
• Serves as a primary liaison with leaders and external vendors to ensure overall effectiveness of the COO office.
• Provides administrative support for MD recruiting, onboarding and offboarding.
• Develops and maintains documentation management system, ensuring structure and proper indexing of documents efficiently including confidential legal documents.
• Maintains leases, financial agreements, and related legal documents.
• Coordinates meeting schedule for the Board of Directors, Committees, Executive Leadership Team, etc.
• Performs related job duties as required.

Requirements

• Bachelor's degree preferred.
• Minimum of four years of related experience.
• Project management experience, PMP certification desirable.
• Advanced PowerPoint skills and the ability to develop/structure presentations with compelling narratives, graphics, and visual design in support of executive presentations.
• Impeccable integrity with the ability to handle sensitive information with discretion and maintain confidentiality.
• Experience working with senior executives and strong attention to detail.
• Demonstrates outstanding interpersonal skills.
• Proven track record of completing projects on time.
• Exceptional written and verbal communication skills.
• Strong strategic thinking, analytical and research skills.
• Flexibility to work within a fast-paced, changing environment.
• Ability to prioritize, manage deadlines, and handle changing priorities in a dynamic and fast-paced environment.
• Must possess the ability to anticipate needs and to act proactively.

Benefits

• Health & Dental Insurance- starts 1st Day of Employment
• Paid time off and Paid Holidays
• Health & Dependent Reimbursement Accounts
• 401(k) Plan with Company Contribution
• Co. paid Life and LTD Insurance
• Employee Discounts