New 
Administrative Assistant Senior
 Newton-Wellesley Hospital | |
 United States, Massachusetts, Newton | |
| 2014 Washington Street (Show on map) | |
 Dec 01, 2025 | |
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This position is responsible for providing high-level administrative support to the executive and management teams across the Hospitalist Service, including 75+ Physicians and 20+ Physician Assistants as well as associated teams.
This role involves managing schedules, coordinating meetings, handling correspondence, and performing various clerical duties. The position is critical in ensuring efficient office operations and may also lead junior administrative staff. This role is critical to the success of the Hospitalist office and operational workflows. A successful candidate will be someone who is organized, has strong attention to detail, is a good problem solver, enjoys collaboration and can work independently while balancing multiple tasks and timelines. Does this position require Patient Care? No Essential Functions - Manage and maintain executive schedules, including appointments, meetings, and travel arrangements. - Prepare, review, and edit reports, presentations, and other documents. - Handle incoming and outgoing correspondence, including emails, letters, and phone calls. - Organize and maintain office files, both electronic and physical. - Schedule, coordinate, and facilitate meetings, including preparing agendas, taking minutes, and following up on action items. - Assist with creation and updates for clinical schedules (including processing of special payments for shifts worked, timekeeping for associated teams and updating on call software to reflect current schedules) - Arrange logistics for internal and external meetings, including room bookings and catering. - Serve as the primary point of contact between executives and internal/external stakeholders. - Responsible for supporting onboarding and offboarding of providers, including arranging for badging, pagers, first and last day logistics and other communications between the provider, Chief and Administrative Director. - Responsible for maintenance of Rapid Response Pagers, including timely updates of Directory for on-call physicians. - Draft and distribute memos, announcements, and other communications as directed, including administrative support for Team Huddles and other service meetings. - Track and organize various processes including annual reviews, licensure expirations, CME expenses and other workflows. - Oversee office supplies inventory, ordering, and distribution. - Ensure office equipment is properly maintained and serviced. - Coordinate with IT for technical support and equipment needs. - Assist in the planning and execution of special projects and events. - Monitor project timelines and ensure deadlines are met. - Other projects as assigned Education High School Diploma or Equivalent required or Associate's Degree Business Administration preferred or Associate's Degree Related Field of Study preferred Can this role accept experience in lieu of a degree? No Licenses and Credentials Experience Experience in an administrative role, preferably in a healthcare setting 5-7 years required and Experience supporting senior-level staff 1-2 years preferred Knowledge, Skills and Abilities - Proficient in Microsoft Office Suite (Word, Excel, Power point, Outlook). - Excellent verbal and written communication skills. - Strong organizational and multitasking abilities. - Ability to work independently with minimal supervision. - Strong attention to detail and problem-solving skills. - Familiarity with hospital administration processes and healthcare regulations. - Professional demeanor and ability to interact effectively with all levels of staff. Physical Requirements Newton-Wellesley Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. | |