Position Title: Executive Assistant
Work Location: Boston, MA, 02118
Assignment Duration: 3 Months
 
Position Summary:
Executive Support – Calendar, Meeting, and Administrative Management
 
Key Responsibilities:
1. Accurately and Consistently Schedule Meetings
• Confirm all necessary information for both routine and urgent meetings.
• Understand escalation protocols for urgent meetings with ADs and Chairs.
• Ensure the correct participants are included on invitations.
• Schedule meetings based on the executive’s preferences for timing, location, and duration.
• Send a confirmation to all participants via “Reply All,” including final meeting details (time, location, etc.).
• Accurately utilize the color code system for each executive’s calendar management.
2. Daily Calendar Management
• Review the executive’s calendar each day to identify and resolve any same-day conflicts.
• Proactively monitor the calendar at least two weeks in advance to identify and resolve potential scheduling conflicts, prioritizing the executive’s stated preferences.
3. Buffer and Transition Time
• Ensure adequate travel time is scheduled before and after in-person meetings.
• Maintain awareness of the executive’s preferences regarding lunch breaks, daily workload balance, and optimal scheduling flow (e.g., avoiding uneven distribution of meetings).
4. Scheduling Timeframes
• Understand and apply appropriate scheduling windows:

• Routine meetings: within a 2-week timeframe.
• Urgent meetings: within a 1–2 day window.

5. Recurring Meetings
• Be familiar with the executive’s recurring meetings, including their purpose, participants, and frequency.
• Ensure all recurring meetings are extended through the appropriate time periods without gaps.
6. Incident Command (IC) Schedule Management
• Keep the IC schedule visible and current at the top of the executive’s calendar.
7. Travel Reimbursements
• Submit travel reimbursements promptly and track them through to completion.
• Troubleshoot and resolve any issues related to submission or approval.
8. Calendar Management Across Leadership
• Understand how calendars are managed for each Chair, AD, and executive.
• Identify calendar owners and manage scheduling requests accordingly.
• Know how to request times that are not visible via Outlook’s busy search.
• Proactively identify backup contacts when executive assistants (EAs) are out of the office.
• Escalate scheduling issues requiring executive intervention after exhausting alternative options and coordinating with relevant EAs.
9. Interview and Group Meeting Coordination
• Plan and execute group meetings or interviews in alignment with the executive’s preferences.
• Confirm logistics such as room reservations, IT setup, dietary needs, and other event details.
10. Stay Informed on Organizational Updates
• Regularly read our organization announcements and communications.
• Track major operational changes affecting the executive’s workflow (e.g., platform transitions, town halls).
• Add relevant events such as our organization town halls to the executive’s calendar.
11. Project Support
• Complete project-based tasks assigned by the executive accurately and on time.
12. Anticipate Executive Needs
• Develop a deep understanding of the executive’s working style, preferences, and priorities.
• Anticipate needs before they are requested—such as preparing background materials for upcoming meetings or alerting them to key deadlines or decisions.
13. Communication and Professionalism
• Maintain a high level of professionalism in all written and verbal communication.
• Draft and edit correspondence or scheduling emails as needed, using a professional tone.
14. Time Optimization
• Identify opportunities to optimize the executive’s schedule (e.g., combining meetings, batching similar types of meetings, or flagging non-essential commitments).
• Protect focus time or strategic planning time as needed.
15. Documentation and Process Tracking
• Maintain a shared document with scheduling protocols, meeting preferences, and notes on key contacts or recurring requests.
• Keep documentation of pending meeting requests, outstanding scheduling conflicts, and tasks delegated by the executive.
16. Relationship Management
• Build strong working relationships with other EAs, department admins, and key stakeholders to facilitate smoother scheduling and coordination.
• Represent the executive with discretion and reliability when coordinating with external or senior stakeholders.
17. Meeting Preparation
• Prepare agendas, briefing notes, or background materials for meetings when applicable.
• Confirm participants are aware of any prep work or materials they need to bring.
18. Technology Proficiency
• Stay up to date on calendar tools (e.g., Outlook, Teams, Zoom, scheduling apps) and internal systems.
• Learn keyboard shortcuts, automation options, and calendar features to increase efficiency.
• At a minimum use all available resources such as conference calls, Zoom meetings, etc. to assure greater accuracy and timeliness in scheduling group meetings that include several participants.
19. Follow-Up and Accountability
• Track follow-up actions from meetings and help ensure they’re completed or delegated appropriately.
• Maintain a light task management system to follow up on tasks the executive delegates in passing as well as other follow-up items to ensure timely and comprehensive execution of assignments.
20. Take Ownership of Assigned Tasks and Continuous Improvement
• Take ownership of assigned tasks and develop process/approach to ensure comprehensive and accurate completion of the task (e.g., if asked to collect time cards, proactively get list of people who need to submit to ensure completeness of collected time cards).
• Regularly seek feedback from the executive and adjust practices as needed.
• Stay open to learning and suggest improvements in workflow, scheduling, or organization based on observed patterns.
 
Qualification & Experience:
• Bachelor’s Degree required or a combination of additional experience and training will be considered.
• Three to five years of experience in progressively more responsible positions in office administration with a high proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).
• Excellent communication skills and diplomacy to interact and communicate effectively with external contacts and hospital staff.
• Must be exceptionally organized to multitask, prioritize and meet deadlines and schedules; must be able to keep others organized and on track.
• Excellent written and verbal communication skills.
• Good critical thinking skills and demonstrated comfort and ability to work independently once given direction.
• High proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).
 
Enable Skills-Based Hiring: No
Qualification Assessment:
Must Have Qualifications:
• Education – Bachelor’s Degree
• Microsoft Office Proficiency
• Work Experience
 
  
 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $ 40.00/hr.