Executive Assistant

Mass General Brigham•Boston, MA

11d•Onsite

About The Position

The Department of Obstetrics & Gynecology and the Vincent Center for Reproductive Biology (VCRB) at Massachusetts General Hospital is seeking a highly organized and proactive Executive Assistant to support senior research leadership, faculty, and administrative staff. Research within the department includes both basic and clinical science focused on infertility, reproductive aging, and gynecologic cancers. This role serves as a key administrative partner to the Vice Chair of Research, VCRB Director, faculty, and staff, providing high-level support in a fast-paced academic research environment. The Executive Assistant will work independently while coordinating a broad range of administrative, operational, and research-related activities that contribute to the success of a nationally recognized research program.

Requirements

High School Diploma or equivalent required.
3–5 years of experience providing administrative support to executive-level leaders, department chairs, physicians, researchers, or senior leadership required.
Highly proficient/advanced administrative skills and office applications skills.
Ability to proofread and edit written documents.
Ability to manage more complex phone calls, and give more detailed information, solving more complex issues as appropriate.
Highly proficient in all communication skills (phone, verbal and written).
Ability to handle sensitive information and situations with poise and professionalism.
Strong organizational, coordination and judgment skills.
Ability to prioritize effectively.
Ability to problem solve and troubleshoot.
Ability to analyze a situation and determine best course of action within established guidelines.
Basic math knowledge with some knowledge of bookkeeping.
Advanced understanding and use of medical terminology and comprehension of billing and fiscal information.
Ability to demonstrate good leadership skills in a team environment, including ability to provide guidance, orient, train and assist other administrative staff.

Nice To Haves

Associate’s degree in a related field preferred.

Responsibilities

Manage complex calendars, schedules, meetings, and appointments for research leadership and faculty.
Coordinate travel arrangements, conference registrations, and expense reimbursements.
Prepare presentations, reports, correspondence, meeting materials, and faculty documentation, including CVs and biographical sketches.
Serve as a liaison between the Vincent Center for Reproductive Biology, the Ob/Gyn Department, and other hospital departments.
Coordinate departmental meetings, seminars, guest speaker visits, and research events, including logistical planning, room reservations, catering, and communications.
Maintain departmental communications, websites, restricted-access lists, and administrative records.
Support office operations, including supply ordering, equipment management, vendor coordination, and facilities requests.
Assist with recruitment, onboarding, offboarding, interview scheduling, and other human resources activities for research staff.
Support research administration efforts by maintaining faculty bibliographies, assisting with literature searches, and helping prepare materials for grant submissions, presentations, and scientific meetings.
Troubleshoot day-to-day administrative issues and identify opportunities to improve organizational processes and operational efficiency.