Executive Assistant

Mass General Brigham•Newton, MA

6d•$22 - $32•Hybrid

About The Position

Provides advanced administrative and secretarial support to an executive or chief. The role includes managing schedules and appointments; arranging travel, meetings, conference calls, and related documents and resources; preparing correspondence, meeting minutes, and executive summaries; and maintaining files, office supplies, and budget records. The position also reconciles and verifies expenses, completes reimbursements, and performs payroll functions for the executive team. The work involves analysis, initiative, independent judgment, handling sensitive and confidential matters, and communicating executive or board intent to other employees. The role may assist other administrative staff and support their orientation and training. Routine tasks are completed under minimal supervision. Patient care is not required. The position is hybrid, based at 2014 Washington Street, with 40 scheduled hours per week on the day shift.

Requirements

High school diploma or equivalent required.
Three to five years of experience as an Administrative Assistant to an Executive, Chair, or Senior Leader required.
Highly proficient or advanced administrative and office application skills.
Ability to proofread and edit written documents.
Ability to manage complex phone calls, provide detailed information, and resolve complex issues as appropriate.
Highly proficient phone, verbal, and written communication skills.
Ability to handle sensitive information and situations with poise and professionalism.
Strong organizational, coordination, and judgment skills.
Ability to prioritize effectively, solve problems, and troubleshoot.
Ability to analyze situations and determine an appropriate course of action within established guidelines.
Basic math knowledge and some bookkeeping knowledge.
Advanced understanding and use of medical terminology, and comprehension of billing and fiscal information.
Ability to demonstrate leadership in a team environment, including guiding, orienting, training, and assisting other administrative staff.
Experience cannot be accepted in lieu of a degree.

Nice To Haves

Associate's degree in a related field preferred.

Responsibilities

Perform secretarial and administrative duties for an executive or chief.
Manage schedules and arrange appointments, travel, meetings, and conference calls, coordinating documents, refreshments, and other resources.
Prepare correspondence, meeting minutes, and executive summaries.
Maintain files and office supplies, keep budget records, reconcile and verify expenses, and complete reimbursements.
Use analysis, initiative, and independent judgment in the work.
Remain knowledgeable of corporate policy.
Interpret and communicate an executive's or board's intent to other employees.
Perform payroll functions for the executive team.
Assist other administrative or executive assistants and may help orient and train staff.
Handle sensitive, complex, and confidential contacts.
Complete routine tasks under minimal supervision.