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Job description
Executive Assistant To The COOLemuel Shattuck Hospital, operated by the Massachusetts Department of Public Health, is seeking an Executive Assistant to the Chief Operating Officer (COO). This position provides high-level administrative coordination and support to the COO and Administrative team while serving as a key liaison with senior leadership and hospital departments. The Executive Assistant facilitates communication, coordinates assignments and projects, and supports the COO in advancing hospital operations and organizational goals.Duties and Responsibilities (these duties are a general summary and not all inclusive):Provides high-level administrative coordination and support to the Chief Operating Officer (COO), managing daily priorities, schedules, meetings, and short- and long-term activities of the COO's office.Serves as a key liaison between the COO and hospital leadership, managers, department heads, central office staff, external agencies, and the public to facilitate communication, coordinate activities, address operational matters, and appropriately escalate issues to the COO and/or CEO.Independently manages projects and assignments for the COO, conducting research and evidence-based reviews, gathering and analyzing information, monitoring progress, and developing timely, presentation-ready deliverables and recommendations.Provides complex and confidential administrative support, including drafting correspondence for the COO's signature and preparing reports, forms, manuals, spreadsheets, presentations, and other executive-level materials.Coordinates executive and leadership meetings, including agendas, materials, scheduling, room arrangements, notifications, meeting logistics, and follow-up; attends committees and subcommittees, prepares and distributes minutes, and tracks outstanding action items.Participates in daily meetings with the COO to review schedules, priorities, projects, operational issues, and emerging needs, and follows up with appropriate staff to ensure timely completion of assignments.Serves as the Hiring Manager Assistant (HMA) for the COO, coordinating and tracking personnel onboarding and offboarding activities through the designated automated system.Coordinates conference room and shared meeting space scheduling and provides administrative support for meetings and events.Utilizes Microsoft Word, Excel, PowerPoint, and related applications to develop and maintain professional documents, reports, spreadsheets, and presentations.Maintains a high level of professionalism, discretion, and confidentiality and performs other related duties and special projects as assigned.Required Qualifications:Applies knowledge of methods for gathering, analyzing, organizing, and presenting information, including the preparation of reports, charts, graphs, and tables.Interprets and applies applicable laws, regulations, policies, procedures, and established practices governing assigned responsibilities.Analyzes information from records, documents, and individuals to determine applicability, draw conclusions, identify issues, and develop appropriate recommendations.Organizes and maintains accurate records and information in accordance with established procedures, formats, and requirements.Communicates effectively in both written and verbal form, with the ability to prepare clear, concise, and logically organized reports, correspondence, instructions, and other materials.Coordinates and supervises work effectively, including assigning and reviewing work, evaluating performance, identifying training needs, motivating staff, and addressing performance or disciplinary matters as appropriate.Builds and maintains positive, collaborative working relationships and establishes rapport with individuals at all levels.Exercises sound judgment and discretion when handling confidential information, sensitive matters, and organizational issues.Adapts readily to changing priorities, varying situations, and urgent or emergency operational needs.Preferred Qualifications:Experience with laws, rules, and regulations governing the state personnel system.Understanding of state budgetary processes and procedures related to positions, salaries, and personnel services.Familiarity with laws, regulations, policies, procedures, specifications, standards, and guidelines governing assigned unit activities.Knowledge of state purchasing and requisitioning procedures for supplies, equipment, and related resources.Knowledge of state accounting and budgetary practices, including applicable terminology and processes.About the Lemuel Shattuck Hospital:Lemuel Shattuck Hospital is a fully Joint Commission accredited teaching facility that provides acute, subacute, and ambulatory care to patients referred by public agencies and private sector providers. Shattuck Hospital's services help economically and socially disadvantaged patients to get high quality, cost-effective care from a staff that respects their dignity. Located in the heart of Boston's Jamaica Plain neighborhood, the Shattuck Hospital includes 248 inpatient beds including 95 Psychiatric beds and 29 Correctional Health beds. In addition, the Shattuck has a full outpatient clinic with many specialties that offers treatment to patients of the Department of Mental Health as well as Department of Correction and House of Correction inmates and community patients. The Shattuck hospital is on the forefront of substance use disorder treatment including a Suboxone clinic serving 200 patients. In addition to direct medical services LSH hosts and supports an array of services located on the campus, serving patients struggling with addictions and homelessness.
Worksite address
boston, MA, 02108, US
Who can apply
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