Executive Assistant

This is a hybrid role with 3x (Monday, Tuesday, and Thursday) / week onsite at Mass General Brigham's office in Back Bay, Boston.

Find out more about the daily tasks, overall responsibilities, and required experience for this opportunity by scrolling down now.

As a not-for-profit organization, Mass General Brigham is committed to supporting patient care, research, teaching, and service to the community by leading innovation across our system.

Founded by Brigham and Women's Hospital and Massachusetts General Hospital, Mass General Brigham supports a complete continuum of care including community and specialty hospitals, a managed care organization, a physician network, community health centers, home care, and other health-related entities.

Several of our hospitals are teaching affiliates of Harvard Medical School, and our system is a national leader in biomedical research.

We're focused on a people-first culture for our system's patients and our professional family. That's why we provide our employees with more ways to achieve their potential.

Mass General Brigham is committed to aligning our employees' personal aspirations with projects that match their capabilities and creating a culture that empowers our managers to become trusted mentors.

We support each member of our team to own their personal development-and we recognize success at every step.

Our employees use the Mass General Brigham values to govern decisions, actions, and behaviors. These values guide how we get our work done : Patients, Affordability, Accountability & Service Commitment, Decisiveness, Innovation & Thoughtful Risk;

and how we treat each other : Diversity & Inclusion, Integrity & Respect, Learning, Continuous Improvement & Personal Growth, Teamwork & Collaboration.

Summary

Reporting to the Office of the Chief Human Resources Officer (CHRO), the Executive Assistant (EA) ensures effective and efficient day-to-day administrative support.

The incumbent is responsible for effectively managing a variety of tasks in a fast-paced, high-accountability work environment.

The EA is the interface and intermediary for managing initial communication with a variety of stakeholders; these include compensation committee members of the board and individuals who work at various levels of government, industry, and philanthropy.

As such, this role requires the ability to effectively communicate with different audiences, manage multiple priorities and projects simultaneously, and act with discretion while handling sensitive and / or confidential matters.

Primary responsibilities include : complex calendaring, meeting management, event coordination, preparation of presentation materials and other departmental communications, and routine office tasks such as maintaining and organizing file systems, ordering supplies, processing invoices and tracking expenses.

The Executive Assistant may be asked to provide backup support to other Executive Assistants.

Principal Duties and Responsibilities

Manages the CHRO's complex, high volume calendar, ensuring adequate balance of meeting time, work time, travel time and general availability.

Provides calendaring support for a limited number of additional senior leaders.

• Manages compensation committee meetings.
• Advance preparation of required daily materials.
• Maintains awareness of the CHRO's daily schedule, including the planning and timely notification of meetings and appointments;

uses independent judgment in setting priorities and proposing alternatives to meetings; prepares for and cleans up from in-person meetings.

• Collaborates with other Executive and Administrative Assistants across the enterprise and external organizations to schedule meetings and events.
• Coordinates and organizes special events; serves as key point of contact for important group meetings.
• Arranges for conference room and technical support (i.e. projector, WebEx, teleconferencing, etc.) and prepares materials as necessary.
• Ensures meeting participants have accurate meeting logistics (locations, directions, security clearance, etc.).
• Prepares and coordinates materials for use with board members.
• Manages communications and interactions with board members and their delegates.
• Maintains office files and systems to ensure the easy retrieval of materials.
• Produces complex confidential reports and memoranda. Assists in the preparation of reports, which may include tables, graphs, and other visual materials and web searches.
• Assists with the production of materials for presentation and distribution, utilizing PowerPoint, Excel or equivalent software.
• Coordinates all travel arrangements.
• Processes and tracks expense reports.
• Processes and tracks purchase orders, invoices and check requests for payments.
• Processes accurate, time-sensitive accounts payable documents.
• Triages calls as appropriate. Deals courteously and professionally with all calls and inquiries from within and outside MGB.
• Provides coverage for Executive / Administrative Assistants as necessary; works collaboratively with the executive office and other administrative support staff.
• Orders and maintains all office supplies and distributes mail.
• Performs other duties and projects as assigned.

Qualifications

• Associates degree or related experience required.
• Bachelor's degree preferred.
• Must have a minimum of three to five years of administrative experience supporting executive-level leaders and managing complex calendars.
• Must be proficient in Microsoft, PowerPoint, Word, Excel and other office software.
• A combination of education and experience may be substituted for requirements.

Skills, Abilities, Competencies

• Must be able to function in an extremely high-level, fast-paced, ever-changing environment, organize and prioritize work, meet tight deadlines, and react quickly and efficiently to incoming communications.
• Strong interpersonal skills to effectively communicate with cross-functional teams, including the ability to effectively interact with staff at all levels of the organization.
• Attention to detail.
• Problem-solving and negotiation skills.
• Sound judgment.
• Proficiency in Microsoft Office, including Outlook, Excel, Word, and PowerPoint. Ability to learn new software and other computer programs quickly.

Ability to train others on computer programs as needed.

• Ability to work independently, plan and initiate new activities, and develop solutions to complex issues. Ability to provide support to multiple professional-level staff.
• Ability to work with highly confidential and sensitive information.
• Strong verbal and written communication skills.
• Strong organizational skills.
• Creative and self-motivated.
• Ability to effectively organize and prioritize a variety of tasks to meet deadlines.
• Professional demeanor and professionalism in all activities and interactions.

EEO Statement

Mass General Brigham is an Equal Opportunity Employer. By embracing diverse skills, perspectives, and ideas, we choose to lead.

All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and / or other status protected under the law.

We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, perform essential job functions, and receive other benefits and privileges of employment.

Primary Location : MA-Boston-MGB 800 Boylston

Work Locations : MGB 800 Boylston, 800 Boylston Street, Boston 02199

Job : Administrative Support

Organization : Mass General Brigham

Schedule : Full-time

Standard Hours : 40

Shift : Day Job

Employee Status : Regular

Recruiting Department : MGB Human Resources

Job Posting : Aug 6, 2024

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