"Executive Assistant - Gynecology"

Position Summary

The Division of Gynecology at Boston Children's Hospital is one of the premier pediatric and adolescent gynecology centers in the world. We specialize in gynecologic care for patients from infancy to young adulthood, from addressing common concerns such as missed periods, heavy bleeding, pelvic pain, and endometriosis, to managing more complex conditions like congenital anomalies of the reproductive tract. As an Executive Assistant, you will provide expert level administrative and organizational support to our chief of gynecology Dr. Marc R. Laufer.

Key Responsibilities

1. Provide administrative support to the Chief of Gynecology and Division Director.
2. Schedule appointments and meetings and maintain Chief's administrative calendar. Assist with updates to Chief's clinical schedule templates. Work closely with other institutions to maintain Chief's clinic and surgical schedules. Work closely with counterparts in various departments and centers to maintain multi-disciplinary schedules.
3. Prepare travel arrangements, including airline reservations and hotel accommodations.
4. Maintain and update CVs for Chief and other Attendings as needed. Coordinate applications for and tracks state licensure, board certifications, and credentialing for Chief and Attending Physicians as needed.
5. Prepare and submit expense reimbursements for Chief and members of the division as needed. Coordinate outings and events for the division as needed. Coordinate onboarding process for faculty and staff.
6. Transcribe and type from meeting minutes, reports, manuscripts, charts and other materials for clinical, administrative or research purposes, including highly complex and/or confidential financial/business documents. Draft, proofread and edit materials for accuracy, consistency and clarity. Receives and screens correspondence, composing and preparing responses.
7. Monitor and maintain dept recordkeeping systems, including highly sensitive and/or critical administrative and financial data.
8. Serve as liaison to support service departments to request and coordinate provision of needed services.
9. Provide positive and effective customer service that supports departmental and hospital operations.

Minimum Qualifications

Education:

1. Bachelors Degree or equivalent experience

Experience:

1. Minimum 3 years' relevant administrative experience in supporting an executive/leader and/or in a complex, fast-paced environment. Five years' experience preferred.
2. Analytical skills to resolve problems that require the use of basic scientific, mathematical, or technical principles.
3. Ability to communicate effectively both orally and in writing and provide empathy in difficult interpersonal situations.