Job Information
Point32Health Executive Assistant in Boston, Massachusetts
Who We Are
Point32Health is a leading health and wellbeing organization, delivering an ever-better personalized health care experience to everyone in our communities. At Point32Health, we are building on the quality, nonprofit heritage of our founding organizations, Tufts Health Plan and Harvard Pilgrim Health Care, where we leverage our experience and expertise to help people find their version of healthier living through a broad range of health plans and tools that make navigating health and wellbeing easier.
We enjoy the important work we do every day in service to our members, partners, colleagues and communities.
Job Summary
Assistant to the Executive Director of the Harvard Pilgrim Health Care Institute. The Executive Assistant performs a variety of administrative tasks in support of strategic business objectives. They will be responsible for providing professional support to the Executive Director and organizational committees. They will oversee the day-to-day operation of the Executive Director’s calendar, travel, expenses, correspondence, and presentation needs. The ideal candidate will be a representative of the Executive Director, as well as the Institute within all levels of the organization, for both internal and external contacts.
The ideal candidate has a strong background supporting a high-level executive and understands the importance of discretion and can work with confidential information and tight deadlines, with minimal supervision. This person will need to have excellent computer skills, including the Microsoft Office suite, Adobe Professional, Viseo and Photoshop. The Executive Assistant will need an extensive knowledge of the setup and administration of meetings, both in-person and virtual.
Must have strong interpersonal and communication skills, ability to deal effectively with people at all levels of the organization and proven discretion with confidential information.
Key Responsibilities/Duties – what you will be doing
Maintains complex calendars; schedules and coordinate internal and external appointments/meetings. Including scheduling virtual teleconferences and in-person conference room space set-up.
Manage an arranges travel, including flights, hotel, transportation, and meeting registration, as well as compiles and processes expense reports for internal and external reimbursement.
Schedule and host standing organizational meetings such as Executive Committee and Faculty meetings, Brown bag presentations and Town Halls. Responsibilities for these meetings include scheduling, preparing agendas, compiling and distributing meeting documents, taking minutes and managing Zoom or Teams presentations, coordinating with speakers, troubleshooting meeting issues, monitoring chat questions.
Develops high level presentation materials, support special projects with highly complex and confidential information; create and maintains spreadsheets and presentations. Draft and compile reports including department documentation and materials.
Draft, proofread, and edit correspondence as well as departmental documents, including sending correspondence electronically and/or by mail.
Schedule, reserve conference rooms and publish a list of departmental meetings (Town Halls, Faculty, Sr. Faculty and Faculty Review)
Processes invoices and expense reports for Executive Director.
Answer and screen internal and external calls and direct to the appropriate people/area. Including email management and general reception.
Registers with building security, greets and settles guests, providing meeting location and general office information
Assist with the scheduling of and document packets for the Annual Faculty Review process.
Scheduling and setup of teambuilding events and luncheons, tracks, and reports expenses for approval.
Other duties and projects as assigned
Qualifications – what you need to perform the job
EDUCATION, CERTIFICATION AND LICENSURE:
- High school diploma required; BA degree preferred
EXPERIENCE
- 4+ years of related office experience
SKILL REQUIREMENTS:
Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
Ability to learn new tools and teach others.
Strong customer service skills and the ability to interact professional with peers, leadership, and external contacts.
Excellent verbal and written communication skills.
Ability to work independently as well as in a team setting.
Ability to maintain a high degree of confidentiality, maintain timelines, and effectively multitask.
WORKING CONDITIONS AND ADDITIONAL REQUIREMENTS :
Must be able to work in a hybrid work environment.
Work may require simultaneous use of a telephone/headset and PC/keyboard and sitting for extended durations.
May be required to work additional hours beyond standard work schedule.
The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification.They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of employees assigned to this position.Management retains the discretion to add to or change the duties of the position at any time.
#LI-Hybrid #LI-BD1
Commitment to Diversity, Equity, Inclusion, Accessibility (DEIA) and Health Equity
Point32Health is committed to making diversity, equity, inclusion, accessibility and health equity part of everything we do—from product design to the workforce driving that innovation. Our Diversity, Equity, Inclusion, Accessibility (DEIA) and Health Equity team's strategy is deeply connected to our core values and will evolve as the changing nature of work shifts. Programming, events, and an inclusion infrastructure play a role in how we spread cultural awareness, train people leaders on engaging with their teams and provide parameters on how to recruit and retain talented and dynamic talent. We welcome all applicants and qualified individuals, who will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
COVID Policy
Please note: As of January 18, 2022, all employees — including remote employees — must be fully vaccinated. This position will require the successful candidate to show proof of full vaccination against COVID-19. Point32Health is an equal opportunity employer, and will consider reasonable accommodation to those individuals who are unable to be vaccinated consistent with federal, state, and local law.
At Point32Health, we strive to be a different kind of nonprofit health and well-being company, with a broad range of health plans, and innovative tools that make navigating health and well-being easier, guiding our members at every step of their health care journey to better health outcomes. We are committed to providing high-quality and affordable health care, improving the health and wellness of our members, and creating healthier communities across the country. The Point32Health name is inspired by the 32 points on a compass. It speaks to the critical role we play in guiding and empowering the people we serve to achieve healthier lives. Our employees are hard-working, innovative, and collaborative. They look for opportunities to grow and make a difference, and they help make us strive to be one of the Top Places to work in New England.
