Executive Assistant II

Location: CHA Cambridge Hospital
Category: Clerical and Administrative Support
Department: Executive Administration
Job Type: Full time
Union Name: Non Union

Work Schedule: Day
Length Of Shift(s) In Hours: 8 hours
Shift Details: 9:00 - 5:30
Hours/Week: 40.00
Weekend Requirements: No
Holiday Requirements: No
On Call Requirements: No

Under the general supervision of the Executive Office and reporting to the Executive Assistant to the CEO, the Executive Assistant II, is responsible for on-site high-level and strategic administration of the Executive Office and Office of Academic Affairs. This role assists with high-profile projects and initiatives, coordinates large-scale events, maintains complex schedules, and oversees office workflows. The position handles confidential and time-sensitive matters with discretion and professionalism.

Key Responsibilities:

Executive & Administrative Support

• Provide administrative and strategic support to the Chief Academic Officer, The Chief Quality Officer, The Medical Director of Care Coordination and other members of the Senior Leadership Team in the Executive suite as needed.
• Coordinate complex calendars, travel, and meetings; anticipate scheduling needs.
• Draft, edit, and manage communications including correspondence, meeting agendas, minutes, reports, and presentations.
• Prioritize and triage incoming requests, correspondence, and phone calls.
• Manage highly confidential and sensitive information with professionalism.
• Serve as a liaison to clinical, academic, and operational staff; represent leadership at internal and external meetings.
• Maintain professional, welcoming, and well-organized office environments.
• Assists with the organization of the Executive suite, including work processes, mailings/correspondence, and purchasing supplies.

Academic Affairs & Strategic Support

• Assists with all academic programs developed and/or operated through the Office of Academic Affairs
• Supports strategic planning for Academic Operations
• Develops academic reports, newsletters, and collaborate with marketing on other promotional materials, publications and local and national communications of academic accomplishments
• Regularly provides updated materials to Provider recruitment on academic opportunities for new hires
• Proficiency with affiliated medical schools’ appointment and promotions processes and consultation on CV preparation - preferable
• Participation at meetings of peer-administrators of offices of faculty|academic affairs at our affiliated medical schools, and awareness of policies and practices that pertain to the CHA Office of Academic Affairs
• Assists with grant applications and research submissions - Preferable
• Assists with survey distribution and evaluation data collection.

Program & Event Coordination

• Plan and coordinate academic and clinical events including poster sessions, galas, symposiums, award ceremonies, and other functions as needed.
• Supports all phases of event logistics: vendor coordination, AV setup, publicity, space reservation, and participant communications.
• Assists with coordination nomination, application and selection processes for internal awards, fellowships, small grants and external honors.

Project Management

• Plan and execute executive-level projects independently with minimal oversight.
• Manage invoicing, accounts payable, and office procurement processes.
• Maintain digital files, databases, websites, team sites, and shared folders.
• Coordinate relocations, space assignments, and IT/AV setup for academic or administrative teams.

The position is on site at the Executive Office Suite of CHA. The role is also expected to handle other duties as assigned and appropriate for the role.

Qualifications

Education: Bachelor’s degree strongly preferred. Equivalent experience may be substituted. 4

Experience: Minimum 5–7 years of executive-level administrative experience, preferably in a healthcare or academic setting.

Skills:

• Excellent interpersonal, communication, and writing skills.
• Proven ability to manage multiple high-priority tasks and stakeholders with discretion.
• Proficiency in Google Workspace (including Google Drive, Docs, Slides, Sheets, Calendar, Meets and Gmail) and Microsoft 365 (including Word, Excel, PowerPoint, Outlook); Adobe preferred.
• Strong project management and organizational skills.
• Ability to work independently and collaboratively across departments.
• Familiarity with professional conduct standards, customer service, and confidentiality best practices.

Please note that the final offer may vary within the listed Pay Range, based on a candidate's experience, skills, qualifications, and internal equity considerations.

In keeping with federal, state and local laws, Cambridge Health Alliance (CHA) policy forbids employees and associates to discriminate against anyone based on race, religion, color, gender, age, marital status, national origin, sexual orientation, gender identity, veteran status, disability or any other characteristic protected by law. We are committed to establishing and maintaining a workplace free of discrimination. We are fully committed to equal employment opportunity. We will not tolerate unlawful discrimination in the recruitment, hiring, termination, promotion, salary treatment or any other condition of employment or career development. Furthermore, we will not tolerate the use of discriminatory slurs, or other remarks, jokes or conduct, that in the judgment of CHA, encourage or permit an offensive or hostile work environment.