Executive Assistant - Development and Community Engagement, Hybrid

This is a unique opportunity to join two growing, externally focused, teams at Boston Medical Center. The Office of Development is driving a bold vision to elevate Boston Medical Center’s philanthropic profile among individual, foundation, and corporate donors in the region and nationally and the Office of Community Engagement is building key partnerships across Boston and beyond ensuring that the work of the organization continues to elevate our community. We are mission driven and passionate, visionary and strategic, nimble and collaborative. We’re nurturing and growing a community of supporters who share BMC’s commitment to clinical excellence and inclusive research that combine to serve as a national model for equity in healthcare. Our teams work alongside world renowned physicians, scientists, philanthropists, government officials and high-profile community members all striving to make a meaningful impact in our community and beyond. We offer our employees an array of wellbeing services, competitive pay, and a wide range of benefits, including a highly subsidized health care plan for employees and their family members. BMC is proud to be one of Forbes Best Employers for Diversity and Best Employers for Women, and also earned a 4.5-star rating as one of Newsweek’s Greatest Places to Work.

About Boston Medical Center (BMC)
As an employer, Boston Medical Center is one of a kind—delivering the benefits of well-regarded institutions with the innovative spirit found in smaller organizations. BMC is a leading academic medical center with a deep commitment to health equity and a proud history of serving all who come to us for care. BMC provides high-quality healthcare and wrap around support that treats the whole person, extending beyond our physical campus into our vibrant and diverse communities. This ranges from food and transportation all the way to economic mobility initiatives including jobs and financial literacy. The work does not stop there. Behind the scenes, BMC is a proud advocate for social, racial, and environmental justice, and engages with the community to create two-way dialogues to best inform our work. BMC is advancing medicine, while training the next generation of healthcare providers and researchers as the primary teaching affiliate of Boston University Chobanian & Avedisian School of Medicine.

POSITION SUMMARY:

The Executive Assistant role provides comprehensive administrative support to two key Hospital leaders, the Vice President & Chief Development Officer (CDO) and the Vice President of Community Engagement. This is a key position in both departments and will interface with a wide range of individuals and donors from community, business, academia, celebrity, and political spheres. This role will manage daily business operations, communications, and coordination both internally and externally as well as support the efforts of each team. We seek a collaborative team player who is proactive, detail-oriented, and highly accountable. A high degree of professionalism and emotional intelligence is essential, as this individual will play a critical role in ensuring the success of each executive by building and deepening strong interpersonal relationships with all constituents. Exceptional organization and communication skills are a must. Given the nature of handling highly confidential and proprietary information, sound business judgement and a high level of discretion are critical.

Position: Executive Assistant        

Department: Development and Community Engagement

Schedule: Full Time, Hybrid

ESSENTIAL RESPONSIBILITIES / DUTIES:

Drives a broad variety of administrative tasks that facilitate both VP’s ability to effectively lead the organization and their respective teams as outlined below:

Calendar management: Schedules meetings, tracks responses; maintains and coordinates each VP’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 VP/CDO and VP Community Engagement; 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 VP related, including Community Engagement Sponsorship needs); organizes campus tours 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. Updates contact lists, including donor and Community Engagement records in department CRM, and office documentation. 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) in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate response.

Evaluates, develops, and revises administrative systems to improve efficiency.

Performs other duties as assigned or as necessary.

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required).

JOB REQUIREMENTS

EDUCATION:

• Bachelors Degree in related field is required or a combination of additional experience and training will be considered

EXPERIENCE:

• Three to five years of experience in progressively more responsible positions in office administration with a high proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).
• 1-2 years professional work experience with project management, data management, policy research, non-profit fundraising, or related experience highly preferred.

KNOWLEDGE AND SKILLS:

• Excellent communication skills and diplomacy to interact and communicate effectively with external contacts and hospital staff.
• Must be exceptionally organized to multitask, prioritize and meet deadlines and schedules; must be able to keep others organized and on track.
• Excellent written and verbal communication skills.
• Good critical thinking skills and demonstrated comfort and ability to work independently once given direction.
• High proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).

Equal Opportunity Employer/Disabled/Veterans