Executive Assistant

Mass General Brigham•Boston, MA

39d•$23 - $33•Onsite

About The Position

Site: The General Hospital Corporation Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham. Overview: Research in the Ob/Gyn Department at MGH includes basic and clinical science performed in the Vincent Center for Reproductive Biology. Researchers’ primary research emphasis include infertility, aging and cancer as they pertain to the ovary and uterus. The Executive Assistant performs duties of a responsible and discretionary nature to assist the MGB Vice Chair of Research, Director of the VCRB. Administrative Director, Faculty, Associate Faculty, and staff. The position serves as a resource to other Ob/Gyn employees at all levels and acts as liaison between VCRB and MGB Ob/Gyn Offices. The Executive Assistant works independently, receiving minimal supervision and guidance, and possesses expert knowledge of office routine, machines, and information systems, as well as an understanding of the organization, programs and procedures related to the work of the Center staff. Daily responsibilities encompass scheduling of administrative meetings, calendar management, coordinating activities with other departments and hospital leadership, and helping the Administration with department projects and initiatives. The candidate must have well-developed organizational and communication skills capable of working independently to produce consistent quality work with minimal supervision and guidance. Additional duties include purchasing, accounts payable, and database management, and preparing documents needed for grant applications. Additionally, the Executive Assistant will help coordinate various HR functions for non-clinical, research personnel, including new hire coordination, and timekeeping and offboarding. Job Summary Summary Specializes in providing administrative and secretarial support to executives or chairs (e.g., heads of divisions, departments, or administrative units). Responsibilities may include coordination and scheduling, correspondence and presentation preparation, and travel arrangements. Requires highly proficient/advanced administrative skills.

Requirements

High School Diploma or Equivalent required.
Experience as an Administrative Assistant to Executive or Chair or Senior Leader 3-5 years required
Requires 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

Bachelor’s degree in Business, or related field preferred

Responsibilities

Perform secretarial and administrative duties for an executive or chief.
Manage schedule, arrange appointments, travel, meetings including coordinating documents, refreshments and resources, and conference calls.
Prepares correspondence, meeting minutes or executive summaries.
Maintains files and office supplies, budget records, reconciles and verifies expenses, and completes reimbursements.
Work requires some analysis and use of initiative and independent judgment.
Remain knowledgeable of corporate policy.
Often called upon to interpret and communicate executive or board's intent to other employees.
Perform payroll functions for executive team.
Assists other administrative/executive assistants and may assist with orientation and training of staff.
May make contacts of a sensitive, complex, and confidential nature.
Completes routine tasks under minimal supervision.