Executive Assistant

Mass General Brigham•Newton, WA

4d•Hybrid

About The Position

The Executive Assistant provides advanced administrative and secretarial support to an executive or chair. The role coordinates schedules, appointments, travel, meetings, correspondence, and presentations; maintains records and office supplies; handles expense and reimbursement processes; and may perform payroll functions for the executive team. The position requires initiative, independent judgment, discretion with sensitive information, and minimal supervision for routine tasks. It may also involve assisting, orienting, and training other administrative staff. This is a regular, 40-hour-per-week position with a hybrid work arrangement at Newton-Wellesley Hospital, 2014 Washington Street. The work shift is daytime. The stated pay range is $22.22–$31.71 per hour.

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.
Experience cannot be accepted in lieu of a degree.
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 providing guidance, orientation, training, and assistance to administrative staff.

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, conference calls, and meeting resources and documents.
Prepare correspondence, meeting minutes, and executive summaries.
Maintain files and office supplies, budget records, and expense documentation; reconcile and verify expenses and complete reimbursements.
Use initiative and independent judgment in analyzing work.
Remain knowledgeable about corporate policy.
Interpret and communicate executive or board intent to other employees.
Perform payroll functions for the executive team.
Assist other administrative or executive assistants and potentially help orient and train staff.
Handle sensitive, complex, and confidential contacts.
Complete routine tasks under minimal supervision.