PA

Description

The Personal Assistant (PA) at MBOS plays a critical role in supporting the executive team through expert calendar management, travel arrangements, and efficient task coordination. This position requires strong organizational skills to handle confidential information with discretion and to facilitate effective communication and scheduling across the organization. The PA manages multiple complex itineraries and ensures seamless coordination among various stakeholders, contributing to the overall productivity of a team consisting of 80 individuals. This role demands proficiency with various scheduling and travel booking tools, including Microsoft Outlook Calendar, Google Calendar, and corporate travel platforms such as Concur and TravelPerk. The PA also maintains compliance with HIPAA standards when handling Protected Health Information (PHI), ensuring secure workflows. Collaboration with diverse teams and departments is key to preparing meeting agendas, coordinating conference room bookings, and optimizing travel routes to support MBOS’s dynamic operations effectively.

Responsibilities

• Manage and maintain complex and dynamic calendars using tools such as Microsoft Outlook Calendar and Google Calendar to ensure efficient scheduling of meetings and events.
• Coordinate travel arrangements, including booking flights, accommodation, and ground transportation using corporate travel booking platforms like Concur and TravelPerk, while optimizing routes for multi-stop itineraries.
• Handle confidential and sensitive information with utmost discretion, including managing Protected Health Information (PHI) in compliance with HIPAA guidelines to ensure secure workflows.
• Prepare and distribute meeting agendas, coordinate conference room bookings, and manage scheduling in Microsoft Outlook and Teams Rooms for smooth meeting execution.
• Work closely with an 80-person team to facilitate task and project coordination, ensuring timely follow-ups and supporting seamless operational flow.
• Plan and optimize travel itineraries using route planning tools such as Google Maps and Rome2Rio, balancing efficiency and cost-effectiveness.
• Maintain effective communication channels across departments and with external partners to support scheduling, meeting coordination, and travel logistics.
• Monitor and manage calendar conflicts proactively, prioritizing activities and communications to align with executive and organizational priorities.
• Ensure compliance with internal protocols and external regulations while managing scheduling, communication, and travel arrangements.
• Support continuous improvement of administrative processes by identifying opportunities to enhance efficiency and adopting new tools or workflows.

Experience

1 Year

Apply By

Dec 10, 2026

Nice to Have Skills

• Travel Booking and Route Optimization
• Team Coordination
• Problem Solving
• Time management
• Communication Skills
• Organizational Skills
• Meeting Agenda Preparation and Distribution
• Microsoft Outlook and Teams Room Scheduling
• HIPAA-Compliant PHI Workflow Management
• Multi-Stop Itinerary Planning and Scheduling
• Route Planning and Optimization Tools (Google Maps, Rome2Rio)
• Corporate Travel Booking Platforms (Concur, TravelPerk)
• Calendar Management
• Meeting Agenda and Conference Room Coordination
• Protected Health Information (PHI) Handling Workflows
• Microsoft Outlook Scheduling
• Itinerary Planning
• Meeting Scheduling and Coordination
• Google Calendar
• Microsoft Outlook Calendar
• Task and Project Coordination
• Confidential information handling
• Travel Arrangements