Executive Staff Assistant - Executive Office

Job Description - Executive Staff Assistant - Executive Office (3305791)

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The Ragon Institute is a highly unique, innovative, and collaborative research center at the forefront of biomedical science.

Founded by Massachusetts General Hospital, MIT, and Harvard, the Ragon vision is a bold one : to harness the power of the immune system to prevent and cure human disease on a global scale.

This vision is pursued and advanced every day by a group of highly motivated individuals. The Ragon Institute, at every level, depends upon collaboration, compassion, dedication, and innovation.

It is a results-oriented organization that seeks people who not only embrace these values but who thrive in teams and want to work in a dynamic environment.

Reporting to the Program Manager, Executive Administration, the Executive Staff Assistant - Executive Office will provide high level administrative support to ensure the efficient and effective day-to-day functioning of the Executive Office within a dynamic, fast-paced environment.

The Executive Staff Assistant will provide a wide range of administrative tasks, including managing the calendar of the Associate Director, scheduling meetings, expense reporting, and serving as a key point of contact for the Institute and other constituents.

The Executive Staff Assistant will assist with internal / external events and individual projects assigned by the Program Manager, Executive Administration as well as the Director and Associate Director for efficient operation of the Executive Office.

He / she will work collaboratively with internal and external stakeholders while maintaining an upbeat and positive attitude that supports the mission of the Ragon Institute.

PRINCIPAL DUTIES AND RESPONSIBILITIES :

• Provides confidential administrative support for the Associate Director and back-up support to the Director when the other Executive Staff Assistant is out of office.
• Assist with complex scheduling and calendar management for the Associate Director including proactively managing day-to-day responsibilities and meeting schedules.
• Tracking and monitoring of the Associate Director’s task lists with timely notification of deadlines.
• Assists in arranging domestic and international travel, hotels, and other travel logistical needs for the Associate Director.
• Processes electronic reimbursements, invoices and vendor check requests as needed for the Associate Director.
• Helps update the Associate Director's CV on a regular basis.
• Serves as an administrative contact and liaison with other offices, individuals, and external institutions and agencies including but not limited to MGH, MIT, and Harvard.
• Creates Zoom / Teams links for virtual calls / meetings and distributes information to meeting participants via email / Outlook invitation in advance.
• Assists with meeting / function arrangements such as ordering catering, arranging IT / AV support, scheduling of conference rooms, and any other needed logistics and planning.
• Assists with some lab-related matters for the Associate Director (Batista Lab), including but not limited to set-up / room reservations for lab meetings, updating lab calendar, assisting with purchases for social events, coordinating visits for interviewing potential lab members, HR paperwork such as annual reviews and appointment renewals, and other duties as needed by the Associate Director.
• Assists with Executive Office coverage, including answering multiple phone lines, greeting visitors, creating presentations, and setting up video conferencing and occasionally providing back up coverage at the front desk / reception.
• Assist the Executive Office team in maintaining a filing system for the Executive Office’s files, paper and electronic, regarding correspondence, finances, associations and memberships, and other confidential and general documents.
• Provide back up support for Ragon-sponsored events, including but not limited to vendor management, assistance with set up and break down and onsite, day-of event management.
• Assist with ordering and stocking of office supplies for the Executive Office and for the Associate Director.
• Works with Executive Office to execute successful internal and external events.
• Other duties assigned by Program Manager.

Minimum degree and field of knowledge : High School diploma required; BS / BA preferred.

Years experience required : 5-7 years relevant experience.

Qualifications :

The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with minimal supervision.

This person must be sharp, personable, exceedingly well organized, attentive to detail, and must enjoy the administrative challenges of supporting a busy executive with a dual role as a Private Investigator of a lab and Associate Director of a large research institute within a growing / changing environment.

The individual must have the flexibility to interact with staff (at all levels) sometimes under pressure, remaining level-headed, proactive, resourceful and efficient, with a high level of professionalism and confidentiality.

Expert level communication skills, and strong decision-making ability are equally important.

MUST HAVE :

• High school diploma required, BA / BS or equivalent preferred.
• 5+ years experience in administrative support, preferably in an executive level.
• Executive-level interpersonal skills needed to interact with all levels of management including : senior level MGH, MIT and Harvard administrators, other funding agency executive staff, external executives ranging from hospital-based to corporate-based, and other media staff.
• Must be able to exercise extreme discretion and good judgement when dealing with highly confidential information, situations, or projects.
• Must be adept at working in a dynamic, fast-paced environment which demands strong organizational skills and the ability to efficiently and reliably prioritize tasks.
• Must have strong administrative, organizational, communication, problem solving, and computer skills.
• Strong project management skills, with the ability to work across a variety of projects with competing deadlines, diverse constituencies, and multiple priorities.
• Ability to anticipate problems or issues that may arise, internal or external.
• Must be highly motivated and able to proactively initiate projects with the Associate Director and Program Manager’s guidance.
• Works well both in a team and independently.
• Some evening and weekend work related to special events and meeting may be required.
• A cover letter, resume, and references required.

PREFERRED :

Spanish / Italian speaking.

Working Conditions : Shared office setting.

Massachusetts General Hospital is an Affirmative Action 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 law.

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

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