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UMass Memorial Health · 17 hours ago

Senior Executive Assistant, Chief of Staff Office and CEO Office

Worcester, MA

Full-time

Onsite

Senior Level

$28.39/hr - $51.11/hr

7+ years exp

UMass Memorial Health is the premier health system of Central Massachusetts, dedicated to exceptional patient care and academic excellence. The Senior Executive Assistant provides advanced secretarial and administrative support for executives, managing complex assignments and ensuring effective communication and organization within the executive office.

DiabetesEducationHealth CareHospitalMedicalPersonal Health

Responsibilities

Establishes and maintains executive’s calendar making decisions to schedule meetings, appointments and travel time. Prepare agendas and appropriate documents to ensure efficient management of meeting schedules. Make travel arrangements as needed for executives and handles arrangements for visits by vendors, board members and other visitors/guests

Acts as an advisor to internal and external contacts and makes appropriate decisions. Monitors progress on important matters and follow up to ensure disposition. Answers questions and provides assistance relating to office operations, administrative processes, and established policies and procedures

Interacts with vendors and other executives providing and obtaining information to ensure timely completion of assignments and projects

Coordinates specials projects as warranted for support of the executive office (e.g. board meeting, committee meetings, special presentations, departmental policies, events, or reports, database maintenance etc.)

Utilizes technology and LEAN process improvement tools to standardize work and eliminate waste and improve efficiency. Performs troubleshooting, provides feedback, and assists in implementing new or revised systems and procedures

Orients new employees may train employees in new procedures and provide ongoing instruction. May schedule, distribute, and monitor the flow of work for assigned group of employees. May provide recommendations to managers for the most efficient utilization of assigned personnel, and provide information regarding employee job performance, employee issues, and unusual occurrences to supervisor. May assist in preparation of and maintenance of departmental operating budget

May perform miscellaneous clerical duties, including collating, sorting, faxing, filing, screening emails, and distributing/retrieving documents and mail. Records and relays phone messages

Investigates assigned problems and determines method of research, data requirements and analysis techniques. Reports problem resolution and/or makes recommendations

Provide phone coverage and back-up assistance for other executive assistants or admins as required

May ensure basic set up and maintenance of office personal computers and associated equipment

Greets visitors. Coordinates and processes office administrative paperwork. Utilizes word processing and graphics software to format and generate various materials for meaningful presentation of data including but not limited to correspondence, memos, reports, charts, tables, manuals, minutes of meetings, slides and presentations requiring a high standard of quality

Serves as a trusted partner with the Chief of Staff and the Executive Assistant to the President and CEO of the system to coordinate activities for the suite. Responsible for coordinating coverage with the CEO suite’s executive administrative assistants

Responsible for coordination of annual System Leaders meeting, yearly All Boards Strategic Planning meeting and other large-scale meetings for the CEO. Works closely with Chief of Staff and other outside vendors in preparation for these events, including creation and distribution of invitations, collecting RSVPs, managing logistics for guest speakers, works closely with the catering personnel as well as the venue event planner

Manages the technology (Webex and conference room technology) required for running the parent board’s quarterly meetings, as well as other board meetings

Works closely with the Chief of Staff and is responsible for coordination of the yearly calendar, distributing the quarterly board package, and presentations as needed

Serves as the project coordinator for the health system’s Sponsorship Committee, working closely with the Chief of Staff and committee members. Responsible for organizing monthly meetings, distributing summaries of assignments as it relates to sponsorship opportunities for the entire system and responsible for the sponsorship budget

Supports the Chief of Staff in all presentation materials for the CEO, including PowerPoint slides and other written materials

Responsible for the CEO Executive office suite common area. Works closely with the Facilities Department on repairs needed, updates to the office, etc. Works with the executive admin staff to ensure that all common duties of the office are covered, i.e, copy machines, ordering supplies, mail, AV needs in conference rooms, etc

Acts as resident business and technology expert on virtual meeting platforms that support the System CEO office as well as the Biotech Executive suite

Learns and successfully deploys platforms in support of all meetings for the CEO, COS, System Communications Officer and provides advice, counsel and technical support to other executive offices in Biotech One suite relative to their virtual needs

Provides training as necessary and applicable to others to build competencies more broadly

Responsible for setting up the virtual platforms for all meetings and actively manages the technology usage on site as part of the meeting infrastructure

Problem solves issues related to the technology platforms and coordinates as necessary and applicable with Information Services (IS)

Comply with established departmental policies, procedures and objectives

Attends variety of meetings, conferences, seminars as required or directed

Demonstrates use of Quality Improvement in daily operations

Comply with all health and safety regulations and requirements

Respects diverse views and approaches, demonstrates Standards of Respect, and contributes to creating and maintaining an environment of professionalism, tolerance, civility and acceptance toward all employees, patients and visitors

Maintains, regular, reliable, and predictable attendance

Performs other similar and related duties as required or directed

Qualification

Microsoft productsVirtual conferencing softwareProject managementAnalytical skillsLeadership experienceOrganizational skillsDiplomacyDiscretionTactAttention to detailCommunication skillsTeamwork

Required

Associate degree (A.A./A.S.) or equivalent from two-year college

Must have 7 years of related secretarial experience, preferably in a healthcare organization

Demonstrated leadership experience

Must have excellent skills in diplomacy, discretion, tact, and proper judgment

Must have a great attitude with positive approach to people and tasks

Strong analytical and organizational skills, with strong business judgement. Strong attention to detail

Must have ability to prioritize workload of competing importance and multi-task

Must have ability to adhere to an expectation of complete confidentiality on all business matters

Must have excellent keyboarding skills and be proficient in Microsoft products (Excel, Word, PowerPoint)

Advanced technical, computer, and internet skills, including video/virtual conferencing software

Must have prior experience managing projects and be confident in handling new tasks

Must have broad understanding of hospital policies and practices

Must be able to work independently, as well as working with others in a team environment assisting when necessary

Must have excellent communication skills with the ability to network effectively with peers

Preferred

Bachelor's degree

Unless certification, licensure or registration is required, an equivalent combination of education and experience which provides proficiency in the areas of responsibility listed in this description may be substituted for the above requirements