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As a health care organization, Lahey Hospital and Medical Center is committed to providing high quality, safe patient care. As an employer, Lahey is committed to ensuring a professional environment where every staff member is encouraged to excel. green decorative barWith a team approach to care, physicians and nurses at Lahey work side-by-side with allied health professionals, medical technologists, and administrative and support staff to deliver on our mission. Lahey encourages learning and growth at all levels, and we offer competitive salaries and benefits.

Administrative Assistant to VP, Philanthropy - Beverly Hospital

Job ID 144534 Date posted 08/23/2017


Position Summary: Under the general supervision of the VP, Philanthropy (BH/AGH), this outward-facing position performs a wide variety of administrative duties relating to coordination of department activities. Upholds the highest quality standards while completing projects including mailings, campaign support initiatives and event-related activities. While part of the larger Lahey Health Philanthropy team, this position is based at Beverly Hospital providing local support and context.

Essential Duties & Responsibilities including but not limited to:

Administrative Support to VP, Philanthropy: Provides confidential administrative support to the VP, including:

Reviews incoming communications, screens and directs incoming phone calls and electronic mail messages, expedites priority matters. Receives visitors to the department. Responds to routine inquiries, requiring knowledge of Philanthropy policies and procedures. Routinely interacts with trustees, executives, donors, volunteers and patients, requiring consistent use of the highest degree of integrity, discretion and good judgment

Serves as liaison between the staff he/she supports and numerous third parties, internal and external to the hospital. Relays information regarding arranging meetings, scheduling appointments, researching issues or reporting status of projects. Such interactions require considerable poise, tact and discretion as they may include information of a confidential and sensitive nature

Prepares and, where appropriate, composes documents including, but not limited to, correspondence, memos, and meeting minutes. Proofreads and edits final copy material for accuracy, consistency and clarity.

Arranges meetings and conferences, schedules appointments, completes travel or conference arrangements and coordinates schedules of those he/she supports.

Establishes and maintains various departmental information systems including filing, record keeping, data collection and/or retention systems. Seeks greater understanding and consistently looks for ways to improve established processes for a more efficient workflow.

Anticipates, prepares or compiles materials, reports, files required by the VP for conferences, meetings, telephone calls, etc. and informs the VP on time sensitive business matters that need immediate attention.

Attends Development Committee meetings, providing support for agenda preparation, meeting materials, minutes, committee attendance, etc.

Prepares internal communications for limited and wide distribution, announcing organization-wide events, notifying staff of meetings, preparing agenda and meeting minutes, etc.

Provides other general administrative support to the BH Executive Office when needed by the team, including providing coverage during the absence of other administrative staff. Examples may include: photocopying, collating and assembling documents, monitoring levels of office supplies to ensure requisite levels are maintained, operates standard office equipment; prepares requisitions for approval and signature, classifies, sorts and files correspondence accurately, creates and maintains form files and receives, opens, sorts, and distributes mail.

Opens and documents incoming gifts and maintains a log or other tracking system for all gifts received.

Occasional attendance at early morning meetings or evening activities required.

Performs other duties as assigned, or directed, to ensure the smooth operation of the department.

2) Organizational Requirements:
- Maintains strict adherence to the Lahey Health Confidentiality Policy.
- Incorporates Lahey Health Guiding Principles, Mission Statement and Goals into daily activities.
- Complies with all Lahey Health Policies. Complies with behavioral expectations of the department and Lahey Clinic.
- Maintains courteous and effective interactions with colleagues and patients.
- Demonstrates an understanding of the job description, performance expectations, and competency assessment.
- Demonstrates a commitment toward meeting and exceeding the needs of our customers and consistently adheres to Customer Service standards.
- Participates in departmental and/or interdepartmental quality improvement activities.
- Participates in and successfully completes Mandatory Education.
- Performs all other duties as needed or directed to meet the needs of the department.

Minimum Qualifications:

Education: Bachelor's Degree in Management or a related field with knowledge of office processes, accounting, basic statistics and software applications

Licensure, Certification, Registration: None required.

Skills, Knowledge & Abilities: Advanced interpersonal skills and tact are required as well as discretion, good judgment, organizational and project management ability, initiative, and ability to independently follow through on assignments. Must have strong customer relations skills. Must be proficient in such computer applications such as MSWord, Excel, PowerPoint and other software applications that may be required in the position from time to time.

Experience: Requires up to five years of progressive experience in managing an executive office. Three years current experience in a healthcare setting preferred, but not required.

About Lahey Health

At Lahey Hospital & Medical Center, as one of the world's premier health care organizations, we provide superior health care leading to the best possible outcome for every patient. We exceed our patients' high expectations for service each day. We also help advance medicine through research and the education of tomorrow's health care leaders

We care for our patients with compassion and openness, unsurpassed expertise, a drive for continuous learning improvement, and with respect, caring, teamwork, excellence and commitment to doing our personal best.

Join our team and our mission of excellence by applying today!
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