Executive Assistant for HRC Administration

Company: Hebrew SeniorLife
Location: Boston
Posted on: February 1, 2025

Job Description:

OverviewThe 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 professionalism. 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 workflow; 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 setup 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.ResponsibilitiesCore 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.Position Responsibilities:
  • Performs diversified support functions in the Roslindale Administration Suite, including PowerPoint presentation formatting for various committees, anticipates meeting needs including travel time, agendas, and pre-planning sessions.
  • Assists with payroll approval for identified staff members.
  • Coordinates the HRC Patient Family Advisory Council meetings and acts as the primary contact, including:
    • Communicating with committee members via email and telephone to coordinate meetings and events.
    • Scheduling pre-meetings and events 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 the 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 and appointments.
    • Assists in coordinating all aspects of travel, including transportation and hotel accommodations, conference registration, itineraries, and final receipt submissions.
    • Coordinates the HRC Patient Care Services Policy and Procedures Committee by:
      • Facilitating the assignment of policies for reviews and coordinating revisions for upcoming meetings.
      • Ensuring ongoing revisions and approvals are managed as outlined by the committee.
      • Coordinating meeting schedules and actively supporting meetings through oversight of managing audiovisual components.
      • Sending out notifications and managing communications with participants.
      • Acts as Ambassador/Primary contact for all outside vendors, visitors, or Department of Public Health.
      • Assists with the coordination of meetings for regulatory readiness (DPH, CMS, CARF) and provides support as requested during site visits.
      • Prepares all departmental invoices for signature and logs them with an understanding of the departmental budget.
      • Analyzes data and creates reports in Excel, PowerPoint, or Survey Monkey for executives.
      • Develops and/or formats PowerPoint presentations as requested.
      • Generates and processes purchase orders, check requests, invoices, and expense vouchers.
      • Manages and organizes the administrative suite, including office supplies and equipment.
      • Prioritizes multiple tasks and projects according to established policy and procedures.
      • Serves as HRC representative by triaging resident, patient, and family complaints.
      • Maintains all related office files and distribution of mail.
      • Creates IT requests for new account users and equipment as needed.
      • Completes special projects as assigned.
      • Other duties as assigned.Required QualificationsQualifications:
        • Associate's Degree Required; Bachelor's degree preferred.
        • Advanced certification in project management desirable.
        • 3-5 years of experience in an administrative support role required.
        • Proven advanced proficiency in computer skills (Microsoft Office, Excel, PowerPoint, etc.).
        • Strong interpersonal, organizational, communication, and customer service skills.
        • Ability to multi-task and detail-oriented.
        • Demonstrated proficiency in scheduling/communications/spreadsheets.
        • Strong project management skills to complete projects on time.
        • Demonstrated strong data management and critical thinking skills.
          #J-18808-Ljbffr

Keywords: Hebrew SeniorLife, Newton , Executive Assistant for HRC Administration, Other , Boston, Massachusetts