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Exemption Status:

Non-Exempt

Schedule Details:

Monday through Friday

Scheduled Hours:

days

Shift:

1 - Day Shift, 8 Hours (United States of America)

Hours:

40

Cost Center:

34000 - 5500 Executive Director

This position may have a signing bonus available a member of the Recruitment Team will confirm eligibility during the interview process.

Everyone Is a Caregiver

At UMass Memorial Health, everyone is a caregiver – regardless of their title or responsibilities. Exceptional patient care, academic excellence and leading-edge research make UMass Memorial the premier health system of Central Massachusetts, and a place where we can help you build the career you deserve. We are more than 20,000 employees, working together as one health system in a relentless pursuit of healing for our patients, community and each other. And everyone, in their own unique way, plays an important part, every day.

The Executive Assistant is responsible for clerical and receptionist duties as requested by the CEO and CMO. Duties include correspondence, answering telephone in a courteous, friendly manner, sorting mail, arranging appointments, maintaining files, ordering supplies, handling business arrangements, in a strict and confidential manner, processing complaints as appropriate, drafting and editing electronic presentations and agendas, drafting and processing meeting minutes, maintaining an organized and orderly office, coordinating business meetings, and managing electronic calendars for the CEO, CMO and other Senior Leaders as needed. Act in a professional manner, interface with medical personnel and board members. Perform various other duties under the direction of the CEO and CMO.

The Executive Assistant also acts as the Development Coordinator for the organization. The Development Coordinator assists with the needs of the Development Department, including but not limited to: providing thorough knowledge of development software, processing received funds, assisting with coordination of events and attending as necessary, generating and processing donor related materials, and general support to the Director of Development.

I. Major Responsibilities:
1. Demonstrates basic knowledge of clerical and receptionist duties.
2. Demonstrates basic knowledge of typing skills, word processing, computer applications and automated office equipment.
3. Transcribes reports, minutes and letters as requested.
4. Transcribes and distributes time schedules and meeting notices in a timely manner.
5. Schedules appointments.
6. Makes copies and sends faxes as requested.
7. Maintain confidentiality of information relating to patient, physicians, trustees, hospital operations and employees.
8. Assists department heads and other mangers with excessive secretarial work as appropriate.
9. Prepares written correspondence as directed by the CEO and CMO.
10. Coordinates the scheduling of meetings as requested. Including the necessary arrangements for conference rooms, audio-visual equipment, meals and refreshments as needed.
11. Responsible for maintenance of office supplies.
12. Performs additional duties as requested.
13. Receives and transmits all messages appropriately, accurately, and tactfully.
14. Transcribes and records written information accurately.
15. Demonstrates good public relations skills as receptionist.
16. Maintains good interpersonal relationships with all hospital personnel, visitors, physicians, patients, and health personnel.
17. Maintains a neat and clean appearance and workstation.
18. Uses computer system appropriately.
19. Accepts and benefits from constructive criticism.
20. Maintains confidentiality of employee / patient related information.
21. Completes projects / assignments in a timely manner.

II. Position Qualifications:

License/Certification/Education:
Required:
1. Graduate of Business School or at least 2 years’ experience as an Executive Assistant. 

Preferred:
1. Certified Event Planner preferred. 
2. Notary Public preferred.

Experience/Skills:
Required:
1. Minimum of 2 years Executive Assistant experience.

Unless certification, licensure or registration is required, an equivalent combination of education and experience which pr