Senior Executive Assistant, MGB Neurosurgery

Mass General Brigham•Boston, MA

13d•Onsite

About The Position

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. Reporting to the Neurosurgery Program Administrator, 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. Additionally this role will 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 but is not limited to day-to-day calendar management for the chair and other executives as needed, travel, correspondence and support for activities as it relates to the Chairman’s office, patient care coordination, etc. This position requires exceptional organizational, interpersonal and computer/data management skills, as well as independent and critical judgment to project and problem solve to ensure MGB compliance. The candidate should possess strong leadership and communication skills, and exercise discretion in managing high-level, confidential matters.

Requirements

Associate's Degree Related Field of Study required or Bachelor's Degree Related Field of Study preferred
Experience as an Administrative Assistant to Executive or Chair/Chief or Senior Leader 5-7 years required
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, 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 Related Field of Study preferred

Responsibilities

Managing day to day administrative operations and supporting clinical, academic, research, and administrative priorities across the MGB on behalf of the Chair including but not limited to 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), and under the general direction of the Neurosurgery Program Administrator.
Handling all badge, security access for respective employees.
Coordinating meetings that may include Hospital Executives and stakeholders from other institutions or departments.
Assisting with ordering office supplies, planning department events, etc.
Managing all extended workers - students, volunteers, and observers in accordance with requirements set forth by the institution, including the coordination of all initial and ongoing correspondence, managing the database for all incoming and outgoing EWs, managing all necessary paperwork for registration and on-boarding, as well as ensuring Occupational Health and new staff orientation requirements are met prior to start date.
Accountable for managing the 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 of the hospital, keeping detailed records of meetings and minutes as requested, sharing progress and updates with key leaders accordingly.
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 a culture of excellence for the department.
Other projects assigned by Chair, Executive Director, Manager, etc. (recruitment, promotions, other projects and events as assigned).
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.