Ophthalmic Consultants Of Boston - Waltham, MA
posted 2 months ago
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.