Executive Assistant II, Academic Affairs

Cambridge Health Alliance; Cambridge; On-site; GBP 60,000 - GBP 80,000; Full time

Job summary

A prominent healthcare organization in Cambridge is seeking an Executive Assistant II to provide high-level administrative support to key executives. This role involves managing complex schedules, facilitating strategic initiatives, and planning events crucial to academic objectives. Ideal candidates will have at least 5 years of executive-level experience and be proficient in Google Workspace and Microsoft Office. This position requires strong organizational skills and the ability to handle sensitive information with professionalism.

Qualifications

• Minimum 5–7 years of executive-level administrative experience, preferably in a healthcare or academic setting.
• Proficient in Google Workspace and Microsoft Office Suite.
• Strong project management and organizational skills.

Responsibilities

• Provide administrative and strategic support to the Senior Leadership Team.
• Manage high-profile projects and large-scale events.
• Coordinate complex calendars and meetings with discretion.

Skills

Excellent interpersonal skills

Communication skills

Project management skills

Organizational skills

Ability to manage multiple tasks

Education

Bachelor’s degree

Tools

Google Workspace

Microsoft Office Suite

Adobe

Job description

Location: CHA Cambridge Hospital
Work Days: Monday-Friday 8:30-5:00
Category: Clerical and Administrative Support
Department: Executive Administration
Job Type: Full time
Work Shift: Day
Hours/Week: 40
Union Name: Non Union

Overview

Under the general supervision of the Chief Academic Officer, and reporting to the Executive Assistant to the CEO, the Executive Assistant II, Academic Affairs is responsible for on-site high-level operational and strategic administration of the Office of Academic Affairs. This role manages 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.

The CHA Office of Academic Affairs (OAA) oversees all functions that are necessary to support the academic mission of CHA, including engagement in a careful academic strategic planning process in alignment with the goals and priorities of the organization. The OAA houses an Academy of Educators; advances research and scholarship, academic promotions, grants management and robust partnerships with the Alliance Foundation, CHA IT, and our affiliated medical schools, among other functions. Through the OAA, CHA demonstrates its commitment to academic excellence, expands our academic footprint, and strengthens our national reputation.

Responsibilities

• Executive & Administrative Support: Provide administrative and strategic support to the Chief Academic Officer, the Chief Academic Officer (Emeritus), 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.
• Help to organize the daily activities of the Executive suite, including work processes, mailings/correspondence, and purchasing supplies.

Academic Affairs & Strategic Support

• Manage all academic programs developed and/or operated through the Office of Academic Affairs
• Support strategic planning for Academic Operations, including the development of a 5-year strategic plan for Academics
• Develop academic reports and newsletters, and collaborate with marketing on other promotional materials, publications and local and national communications of academic accomplishments
• Regularly provide 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
• Identify and write grant applications; assist in research submissions - Preferable
• Manage 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.
• Support all phases of event logistics: vendor coordination, AV setup, publicity, space reservation, and participant communications.
• Coordinate nomination, application and selection processes for internal awards, fellowships, small grants and external honors.

Project & Operations Management

• Plan and execute executive-level projects independently with minimal oversight.
• Manage budgeting, 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.

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 Office Suite (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.