Boston Medical Center (BMC) · 1 month ago
Executive Assistant, TEAM UP Center
Boston, MA
Full-time
Onsite
Mid Level
$58K/yr - $82K/yr
3+ years expBoston Medical Center (BMC) is committed to fostering and promoting physical and behavioral health through the TEAM UP Center. The Executive Assistant role provides essential administrative support to the Executive Director, managing communications, schedules, travel, and office operations to ensure effective functioning of the center.
Health CareHospitalMedicalNon Profit
Responsibilities
Calendar management: Schedules meetings, tracks responses; maintains and coordinates the Executive Director’s complex schedule, including meetings with internal and external stakeholders; prioritizes conflicting demands and ensures timely attendance and preparation
Correspondence and communication: Manages incoming and outgoing communications by composing and preparing correspondence for the Executive Director; handles inquiries with professionalism and discretion
Travel arrangement: Plans and coordinates travel including developing itineraries, submitting event registrations, and managing logistics. Ensures travel plans align with business objectives
Administrative support: Provides general administrative support including submitting expense and mileage reports, processing invoices (department or Executive Director related); organizes site visits for key donors or community partners; initiates and on-boards new team hires in partnership with HR and IT including employee setup, location and technology, manages time card approvals, and other ad hoc tasks as required to ensure smooth operations. Assists with troubleshooting any technical issues requiring IT support
Meeting management: Solicits meeting materials and agendas in a timely fashion; coordinates audio-visual and technology requirements, orders catering services, prepares accurate and professional information packages for meetings and ensures timely distribution, as needed. Takes and prepares minutes of meetings, as required
Document management: Maintains confidential documents, files, and records to ensure accurate organization, version control, and accessibility. Designs and produces complex documents, reports, and presentations, as needed
Office management: assists with office mail distribution, works with external vendors and hospital stakeholders, orders supplies, organizes common areas, coordinates with on campus departments regarding logistical matters (e.g. scheduling, parking, facilities and IT requests), handles telephone calls and other correspondence (e.g. Teams, email); determines nature of all calls and initiates appropriate response
Evaluates, develops, and revises administrative systems to improve efficiency
Qualification
Required
Bachelor's Degree in related field and 3-5 years of progressively responsible experience in office administration, or equivalent combination of education and experience required
Excellent written and verbal communication, and organizational skills
Skill interpreting Corporate and Departmental policies and procedures
MS Office application skills (Word, Excel, PowerPoint, Access, OneDrive, and Teams) at the advanced level
Ability to coalesce teams and organize schedules and meetings
Ability to manage multiple, simultaneous, and complex tasks and projects under pressure
Ability to maintain confidentiality and composure under pressure
Ability to adapt to changes as needed in a fast-paced environment
Ability to prioritize, be resourceful and work independently with minimal supervision
Initiative, creativity, and flexibility
Preferred
1-2 years professional work experience with project management, data management, policy research, non-profit fundraising, or related experience highly preferred
Benefits
Competitive pay
Tuition reimbursement and tuition remission programs
Highly subsidized medical, dental, and vision insurance options
Career Advancement/Professional Development: Access a wealth of ongoing training and development opportunities that will not only enhance your skills but also expand your knowledge base.
Company
Boston Medical Center (BMC)
Boston Medical Center (BMC) is a 511-bed, equity-led academic medical center and a proud member of the Boston Medical Center Health System.
5001-10000 employees
H1B Sponsorship
Boston Medical Center (BMC) has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (53)
2024 (51)
2023 (51)
2022 (38)
2021 (26)
2020 (32)
Funding
Current Stage
Late StageTotal Funding
$342.49MKey Investors
AmeriCorps Public AlliesNational Institute on Drug Abuse (NIDA)The Boston Foundation
2024-07-09Grant· $0.06M
2023-02-23Debt Financing· $232M
2019-04-23Grant· $89M
Leadership Team
David Beck
Senior Vice President & Chief Legal Counsel
Recent News
2025-11-11
2025-11-10
Company data provided by crunchbase