The Executive Assistant (EA) will provide administrative and project management support to the Chief Nursing Officer & Vice President of Patient Care Services and the Roslindale Associate Chief Nursing Officer. The position requires that the EA maintain a high level of professional The EA acts as a gatekeeper and escalates relevant information to executives as needed.

The Executive Assistant is responsible for creating systems and processes to support efficient work flow; ensures accuracy and professional display of reports and projects; and maintains confidentiality of documents and information shared within the office suite. Oversees meeting coordination: including the proactive set up of technology and/or meeting space to support timely and effective meeting structures and anticipates meeting essentials including distributions of agenda, meeting minutes and presentation material.   

Core Competencies:

• Initiative: Willingly seizes or creates opportunities to improve current & future administrative performance.
• Organizational Know-how-Understands and uses formal structure, important relationships and culture within HSL and with external customers to accomplish work objectives and outcomes.
• Teamwork and Collaboration: Works effectively within a team, group and across the organization and accomplishes tasks and desired results while behaving constructively as opposed to separately and competitively.

Position Responsibilities:

• Performs diversified support functions in the Roslindale Administration Suite, including power point presentation formatting for various committees, anticipates meeting needs including travel time, agenda’s, and pre planning sessions.
• Assists with payroll approval for identified staff members.
• Assists in the coordination of the HRC Patient Family Advisory Council meetings and acts as the primary contact. Support includes:
  • Communicating with committee members via email and telephone to coordinate meetings, events, etc.
  • Scheduling pre-meetings, meetings, events. etc. for the council and its members
  • Creating agendas, recording meeting minutes, and creating presentations as required.
  • Collaborating with the CNO to ensure completion and filing of annual PFAC report.
• Represents the executives in their absence, triaging and independently identifying appropriate action and follow-through.
• Coordinates and maintains multiple calendars for meetings, schedules appointments, seminars. Anticipates pre planning time as appropriate.
• Assists in coordinating all aspects of travel, including transportation and hotel accommodations, conference registration, itineraries, and final receipt submissions.
• Assists in the coordination of HRC Patient Care Services Policy and Procedures Committee by:
  • Facilitating the assignment of policies for reviews and coordinating revisions for upcoming meetings.
  • Ensuring that ongoing revisions and approvals are managed as outlined by the committee.
  • Coordinating meeting schedules and actively supporting meetings through oversight of managing audiovisual components, facilitating effective zoom meetings and takes meeting minutes.
  • Sending out notifications, managing all communications with participants and ensuring that policy and participants are aware and prepared to present.
  • Managing all necessary handouts, agendas, etc.
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• Acts as Ambassador/Primary contact for all outside vendor, visitors or Department of Public Health. Maintain a helpful, consumer-oriented approach with residents, visitors, and staff.
• Assists with the coordination of meetings for regulatory readiness (DPH, CMS, CARF) and provide support as requested during site visits.
• Prepares all departmental invoices for signature and log with understanding of departmental budget; follows up with outside vendors to complete payments
• Analyzes data and create reports in Excel, PowerPoint or Survey Monkey for executives.
• Develops and/or formats power presentations as requested.
• Generates and processes purchase orders, check requests, invoices and expense vouchers with understanding of departmental budget
• Manages and organizes administrative suite including par level office supplies and equipment, centralized files and appearance
• Manages and prioritizes multiple tasks and projects according to established policy and procedures
• Serves as HRC representative by triaging resident, patient and family complaints. Performs preliminary investigations determine who at HRC should be involved in resolution.
• Maintains all related office files, distribution of mail, office supplies and equipment
• Creates IT requests for new account users, telephone and computer equipment as needed
• Creates and edits PowerPoint presentations for executives
• Completes special projects as assigned.
• Other duties as assigned

Qualifications:

• Associate’s Degree Required. Bachelor’s degree preferred.
• Advanced certification in project management desirable.
• Minimum of at least 3-5 years of experience in an administrative support role. required. Proven knowledge of administrative methods and procedures required.

• Proven advanced proficiency in computer skills (Microsoft Office, Excel, PowerPoint etc.)

• Must have self-starter, strong interpersonal, organizational, communication, and customer service skills with good work ethics.
• Must be able to multi-task and must be detailed oriented. Exercise good judgment in the analysis of facts and circumstances surrounding individual problems and in determining action to be taken within limits of standard/accepted practice
• Demonstrated proficiency in the use of scheduling/communications/ spreadsheets and serve as “super-user” in Roslindale
• Strong project management skill to complete projects with high quality in timely manner Presents with professional demeanor and is able to communicate with executives, residents and families appropriately. Able to work with collaboratively with multiple departments and levels of staff.
• Demonstrated strong data management skillsDemonstrated strong critical thinking skills and ability to independently problem solve.

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