Executive Assistant, TEAM UP Center (part time)

Position: Executive Assistant, TEAM UP Center Support Services       

Location: Boston, MA

Schedule: 24 hours per week, Hybrid (on-site 1 - 4 days per month)

POSITION SUMMARY:

The TEAM UP Center equips primary care practices to integrate behavioral health services, ensuring all children and youth have access to care. Our vision is all children and families will live within a community that fosters and promotes physical and behavioral health, wellness, and resilience.

The Executive Assistant role provides highly skilled administrative support to the Executive Director of the TEAM UP Center and their staff. Tasks include, but are not limited to: drafting correspondence, preparing presentations, spreadsheets/reports, press releases, managing calendars, scheduling appointments and meetings, preparing/distributing minutes, payroll time-management, and requisitioning supplies. This individual works autonomously, sets priorities and independently executes decisions of a complex nature. 

The TEAM UP Center values workforce well-being, diversity, equity, and belonging. We are committed to creating and sustaining an inclusive team and workforce that is representative of the communities served through the initiative. We strongly encourage people from all walks of life and backgrounds to apply.

JOB 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.

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 AND EXPERIENCE:

• 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.
• 1-2 years professional work experience with project management, data management, policy research, non-profit fundraising, or related experience highly preferred.

KNOWLEDGE, SKILLS & ABILITIES (KSA):

• 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.

JOB 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.

Boston Medical Center is an Equal Opportunity/Affirmative Action Employer. If you need accommodation for any part of the application process because of a medical condition or disability, please send an e-mail to Talentacquisition@bmc.org or call 617-638-8582 to let us know the nature of your request.

Compensation Range:

$53,500.00- $75,000.00

This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, skills, and certifications/licensures as they directly relate to position requirements; as well as business/organizational needs, internal equity, and market-competitiveness. In addition, BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), discretionary annual bonuses and merit increases, Flexible Spending Accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well-being. 

NOTE: This range is based on Boston-area data, and is subject to modification based on geographic location.

Equal Opportunity Employer/Disabled/Veterans

According to the FTC, there has been a rise in employment offer scams. Our current job openings are listed on our website and applications are received only through our website. We do not ask or require downloads of any applications, or “apps” job offers are not extended over text messages or social media platforms. We do not ask individuals to purchase equipment for or prior to employment.