Senior Executive Assistant, MGB Neurosurgery

Mass General Brigham•Boston, MA

21d•$28 - $41•Onsite

About The Position

Mass General Brigham relies on a wide range of professionals to advance its mission. As a not-for-profit organization, it supports patient care, research, teaching, and community service, striving to provide exceptional care. The Senior Executive Assistant will primarily be responsible for supporting the Department of Neurosurgery’s Chairman to ensure efficient and effective operations within the Chairman’s office. This role will also support the Chairman’s role in the CTNS within the MGB Cancer Institute, as well as managing Extended Worker onboarding and Visa management for the department. This includes day-to-day calendar management, travel, correspondence, patient care coordination, and other activities related to the Chairman’s office. The position requires exceptional organizational, interpersonal, and computer/data management skills, along with independent and critical judgment to ensure MGB compliance. Strong leadership and communication skills, and discretion in managing confidential matters are essential.

Requirements

Associate's Degree in a Related Field of Study required.
5-7 years of experience as an Administrative Assistant to an Executive, Chair/Chief, or Senior Leader.
Strong technology and MS Office skills – Advanced Outlook, Word, Excel, PowerPoint.
Ability to proofread and edit written documents.
Ability to manage more complex phone calls, provide detailed information, and solve complex issues.
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 the 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 the ability to provide guidance, orient, train, and assist other administrative staff.

Nice To Haves

Bachelor's Degree in a Related Field of Study preferred.

Responsibilities

Managing day-to-day administrative operations and supporting clinical, academic, research, and administrative priorities across MGB on behalf of the Chair, including proactive calendar management, strategic scheduling, prioritization of competing system-wide demands, coordination with faculty and leadership, and presentations.
Managing all necessary Visas for full-time, part-time, research, and/or volunteer staff in accordance with Global Office for Professionals and Students (GPS) guidelines and under the direction of the Neurosurgery Program Administrator.
Handling all badge and security access for respective employees.
Coordinating meetings that may include Hospital Executives and stakeholders from other institutions or departments.
Assisting with ordering office supplies and planning department events.
Managing all extended workers (students, volunteers, and observers) in accordance with institutional requirements, including coordination of correspondence, managing the database for incoming and outgoing EWs, managing all necessary paperwork for registration and on-boarding, and ensuring Occupational Health and new staff orientation requirements are met.
Accountable for managing resources and deliverables for assignments.
Rapidly identifying, problem-solving, and communicating to leadership any issues that are jeopardizing deadlines or scope of work.
Supporting operations for departmental leadership, including coordination of meetings and events within MGB and outside the hospital, keeping detailed records of meetings and minutes, and sharing progress and updates with key leaders.
Managing key projects on behalf of the department.
Maintaining effective and harmonious working relationships with co-workers, faculty, guest speakers, venues, and vendors to promote a culture of wellness and excellence.
Handling other projects assigned by the Chair, Executive Director, or Manager (e.g., recruitment, promotions, other projects and events).
Maintaining sensitive and confidential information with the highest degree of professionalism, discretion, and integrity, frequently handling matters of strategic, financial, personnel, and reputational importance.
Drafting, editing, and managing confidential correspondence, announcements, executive summaries, presentations, letters, and reports related to clinical operations, academic programs, research initiatives, and strategic integration efforts.
Managing travel arrangements, itineraries, and logistics for internal and external engagements, including conferences, academic meetings, and system leadership activities.
Supporting financial and administrative processes, including expense reconciliation, reimbursements, payroll coordination, and basic budget tracking for the Chair and designated leadership activities.
Tracking priorities, deadlines, and deliverables for the Chief; following up independently to ensure timely execution of action items across multiple workstreams.
Coordinating and supporting high-level meetings, including division leadership meetings, integration councils, search and advisory committees, and external stakeholder engagements; preparing agendas, briefing materials, presentations, and follow-up summaries.