Reporting to the Chair and E.D. of Radiology and supporting 2 Vice Chairs the Executive Assistant will provide project management and administrative support to ensure the efficient and effective day-to-day functioning of the senior leadership team for hospital operations and Medical Affairs. This is an exciting opportunity to support a dynamic team whose work is felt across the entire hospital system. This position requires excellent organizational, interpersonal and communication skills and attention to detail.

Executive Support

* Ensure efficient and effective day-to-day functioning of activities within these administrative areas

a. Serve as the primary administrative point of contact for internal staff and external stakeholders for the Chair and E.D. of Radiology.

* Manage Chair, E.D. and 2 Vice Chairs executive schedules, including the planning and timely notification of meetings and appointments using independent judgment in setting priorities and proposing alternatives to meetings; meeting preparation

a. Maintain four, high volume calendars

b. Collaborate with other senior staff, EAs, and individuals outside of the organization to ensure sound calendar management, adequate balance of meeting time, work time and general availability

c. Ensure adequate travel time in schedules

d. Communicate schedule changes in timely manner

e. Proactively identify calendar conflicts and works to resolve such issues

• Support and set up individual, small group, and committee/working group/task force meetings
1. Ensure meeting participants have accurate meeting logistics (location, directions, etc.)
2. Arranges for conference room, catering, and technical support (i.e.: Zoom/Teams, teleconferencing services) and prepares materials as necessary

Special Projects

* With minimal direction, translate organizational concepts into fully developed content for presentations to senior hospital leaders.

a. Examples include process overviews and maps for physician and all-employee matters, including sensitive personnel matters; developing consistent organizational documents and processes associated with communications and meetings held by the offices of the Chair, E.D. and Vice Chairs; and other complex, sensitive requests that occur with minimal direction and oversight.

Other Business Responsibilities

* Tracks, enters and reports department employees' weekly hours through Kronos; maintains department schedule for vacations and summer hours program

* Prepares and tracks expense reports for the Chair, E.D. and Vice Chairs

* Organizes and manages office supplies and equipment; ensures all equipment is in working order and arranges for repairs

* Processes and tracks purchase orders, invoices, check requests, reimbursements, vouchers, and other transactions

* Assists in the preparation for new employee arrivals, including office/cube preparation, IDs, security, computer set-up; manages scheduling for new hire orientation program

* Assists with correspondence, filing, telephone coverage, routing routine mail and other administrative activities

* Serves as a central departmental troubleshooting resource on IT related issues

* Provides back-up coverage for other senior executives within BH Administration

* Provide customer friendly support to answer questions and resolve issues in accordance with appropriate policies and procedures

• Provide administrative support to hospital operations and Medical Affairs; act as Kronos timekeeper for the unit

* Responsible for supply ordering and utilization

* Handle confidential matters with the utmost discretion

* Uses independent judgment to manage workload and responsibilities, as well as solve problems

* Other ad hoc administrative projects as assigned

* Bachelor's degree required

* Must have a minimum of three to five years' experience involving complex calendar management and the support of senior management in a large, complex, matrix organization. Experience supporting multiple senior executives is preferred

* Must be proficient with Microsoft PowerPoint, Word, Excel, and other MS Office software

* Strong verbal and written communication skills

* Must possess excellent interpersonal and communication skills with excellent attention to detail and follow-through

* Professional demeanor - high level of diplomacy and discretion

* Must have high emotional intelligence

* Must have a strong customer service orientation

* Must have strong problem solving and organizational skills

* Must be flexible and willing to take initiative

* Must be able to work independently to complete projects and ad-hoc assignments

* Must be able to function effectively in a fast-paced environment, organize and prioritize work, and meet deadlines; demonstrated ability to navigate complex system to complete work and

Standard office environment. Requires flexibility around hours to provide support, reception coverage when needed for events and meetings, and other needs at managers' discretion. This may include evening and weekend work.

The individual in the role serves as the primary resource for departmental requisitions for miscellaneous goods and services. Prepares and tracks expense reports for supported executives.