Executive Assistant, Department of Medicine

Executive Assistant

When you join the growing BILH team, you're not just taking a job, you're making a difference in people's lives.

The Executive Assistant will support the Chairman of the Department of Medicine at Beth Israel Deaconess Medical Center. This role is fully onsite, working Monday through Friday, 8:30am-5pm.

Job Description:

Provide complex administrative support and oversee projects in support of the Department Chief. Independently initiate, organize, and implement systems and procedures to efficiently manage the administrative processes for the office of the Chief.

Essential Responsibilities:

• Represent Department Chief to high level internal and external constituents. Answer policy questions and determine appropriate course of action for sensitive issues and matters of significance that have organization-wide visibility and potential cost or organizational repercussions.
• Effectively manage and balance individual, management, and organizational needs when determining appropriate solutions to often complex problems.
• Gather information, research matters and write memos, letters, and reports utilizing independent judgment. Draft professional communications and presentations for executive audiences with clarity, consistency, and attention to detail.
• Generate reports determining appropriate data inclusion and output criteria; review for validity and accuracy of information and data. Independently manage department-level data tracking using Microsoft OneDrive and Teams.
• Plan and coordinate internal and external events, including department meetings, retreats, trainings and celebrations. Oversee logistics, communications, and post-event analysis.
• Regularly use artificial intelligence tools (ChatGPT and Microsoft CoPilot) to enhance administrative productivity, generate content drafts and automate routine tasks.
• Support strategic initiatives and department-wide projects with high attention to detail, independent follow-through, and effective cross-team coordination.

Required Qualifications:

• Associate's degree required. Bachelor's degree strongly preferred.
• 5-8 years related work experience required.
• Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. Must be proficient in creating and formatting spreadsheets (including formulas and pivot tables), managing shared drives, and developing professional presentations.
• Demonstrated ability to independently manage data tracking and reporting tools, using Excel and OneDrive for team-wide access and collaboration.
• Experience with event coordination and logistics, including internal meetings, leadership retreats, and virtual or hybrid sessions.
• Familiarity with modern productivity tools and platforms, including Microsoft Teams, Zoom, SharePoint, and cloud-based project management systems.
• Comfort using artificial intelligence platforms (e.g., ChatGPT, Copilot) to generate professional content, streamline communication, and enhance administrative workflows.
• Excellent written and verbal communication skills, with the ability to draft clear, professional correspondence and represent leadership with discretion.

Competencies:

• Written Communications: Ability to summarize and communicate in English moderately complex information in varied written formats to internal and external customers. Must demonstrate strong writing, formatting, and editing skills with a professional tone across emails, memos, reports, and presentation materials. Ability to use AI tools (e.g., ChatGPT or Copilot) to draft, refine, and proofread communications.
• Oral Communications: Ability to comprehend and communicate complex verbal information in English to medical center staff, patients, families, and external customers. Must be able to communicate clearly, professionally, and efficiently in both virtual and in-person meetings. Comfortable interfacing with senior leadership and external stakeholders, including presenting or summarizing information.
• Knowledge: Ability to demonstrate in-depth knowledge of concepts, practices and policies with the ability to use them in complex varied situations. Must demonstrate technological fluency, including familiarity with Microsoft Office 365, cloud-based collaboration tools, and emerging technologies relevant to administrative support. Willingness to learn new platforms and tools independently is essential.
• Team Work: Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members. Must take initiative in improving team processes through better organization, communication, and follow-up. Ability to maintain positive relationships while managing multiple requests and deadlines across teams.
• Customer Service: Ability to provide a high level of customer service and staff training to meet customer service standards and expectations for the assigned unit(s). Resolves service issues in the assigned unit(s) in a timely and respectful manner. Demonstrates professionalism and a solutions-oriented mindset in high-pressure or sensitive situations. Responds to requests and emails in a timely, thoughtful, and courteous manner. Maintains composure and confidentiality when dealing with challenging interactions.
• Physical Nature of the Job: Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally. Must be able to work efficiently in a fast-paced office environment, including navigating digital systems and using multiple platforms simultaneously.