Executive Assistant

Site: Mass General Brigham Incorporated

 

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.

 

 

Job Summary

The Executive Assistant (EA) manages the affairs of the office of the Executive Director of the MGB Neuroscience Institute. This person will direct and provide a wide variety of high-level and confidential administrative and operational functions and department projects. The affairs of the Executive Director can span multiple organizations, such as Mass General Brigham (MGB), Harvard Medical School (HMS), various research organizations (e.g., the NIH), various biomedical industry organizations, assorted academic journal publications, and the EA must always exercise a high degree of professionalism, sophistication, independent thinking with minimal supervision, flexibility, and creativity.
The Executive Assistant serves as the public/business face of the Executive Director and interacts on their behalf with the highest levels of executive leadership at MGB, MGH, BWH, HMS, and more, on highly sensitive matters and must maintain a very high level of confidentiality and discretion through all communications. In addition, the Executive Administrative Assistant will manage independent projects that enhance the functioning and development of the MGB Neuroscience Institute.
This role is hybrid, with a planned minimum of 3 days per week onsite. Candidates may elect to be onsite more if preferred. Busy office environment with high volume of meetings, phone calls, correspondence, and other projects to manage in a given day.

 

• Associate's degree required, bachelor's degree preferred.
• 5-7 years of experience working directly with a high-level executive required.
• Outstanding interpersonal and problem solving-skills with the ability to handle sensitive and highly confidential human resources issues.
• Excellent written and verbal communication skills required to interact effectively with senior Institute leaders, faculty and support staff, representatives of hospital departments, collaborating institution officials, granting agencies (NIH, industry and foundations), representatives, and vendors.
• Ability to work independently and to accept responsibility for complex and sensitive decision-making as it relates to the overall conduct of the MGB Neuroscience Institute Executive Director.
• Interpersonal relationship skills to motivate others and work with many hospital(s)-wide department heads, administrators, and physicians in a positive and collegial fashion.
• Adhere to strict confidentiality in all activities that support the Executive Director.
• Ability to function independently and accurately with skills to concisely disseminate information to department and chair correspondents in both written and verbal formats as appropriate.
• Strong computer skills with proficiency in Microsoft Office applications (e.g. Word, PowerPoint, Excel, Teams). Will be expected to set up and run hybrid and virtual meetings using Microsoft Teams and Zoom platforms.
• Ability to learn and troubleshoot conference room technology, working with and escalating to MGB Collaborative Media as needed.
• Work within, legal, regulatory, accreditation and ethical practice standards relevant to the position as established by the Institute and MGB.
• Ability to handle several projects simultaneously.
• Ability to work under deadline pressure, multi-task and prioritize work.

 

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Independently manage the office of the Executive Director and provide direct administrative services to the Executive Director and senior administrative leadership as necessary. The Executive Director’s responsibilities include leading high-level meetings, engaging with faculty members individually, seeing patients and responding to care team needs, membership of various Neuroscience committees, and other responsibilities as assigned by the President of MGB.
• The Executive Director’s responsibilities may also extend to HMS to include directing and participating in various departmental reviews and search committees, as well as participating in ad-hoc task forces as assigned by the President of MGB or the Dean of HMS. The EAAs’ contacts include a wide variety of members of MGH, BWH, MGB, or HMS leadership, as well as faculty and staff throughout those institutions.
• Responsible for managing complex calendars; prioritizing internal and external engagements; actively prioritizing scheduling decisions on behalf of the Executive Director; responsibility for initiation and coordination of arrangements for travel and accommodations, as needed, both within the country and abroad; preparation of travel advance requests and travel expense reports as necessary. Independently manages arrangements for meeting sites and all meeting-related details with minimal direct supervision. 
• May handle various arrangements related to the Executive Director’s distinguished guests, to include assisting with travel and housing plans and scheduling appointments and meetings.
• Coordinates, sets-up, and runs hybrid and fully virtual meetings using Microsoft Teams and Zoom platforms. Troubleshoots technology and works with MGB Collaborative Media to problem solve as needed.
• With guidance from the Executive Director, the EAA will be responsible for preparing and disseminating agendas for designated MGB Neuroscience Institute meetings. Responsible for taking minutes at designated meetings, reviewing them with the Executive Director, and disseminating them to meeting participants.
• Responsible for the management and oversight of communication for the Executive Director’s Office. Writes, edits, and distributes correspondence on behalf of the Executive Director. Exercises judgment in responding to a high volume of inquiries, and as appropriate, generates responses, forwards information and resolves issues. Receives and handles complaints, including providing an initial response. Handles complaints efficiently with diplomacy and complete confidentiality. Provides backup support for SVP or Administrative Directors as needed.
• Manages and organizes large events, including annual employee recognition day (Ether Day), holiday party, retirements and others as they arise.
• Plan and manage wide variety of special projects relevant to the office of the Executive Director (e.g., programmatic/administrative process changes, space/IT renovations, office moves, Institute events/functions, etc.). Develop and monitor all project expenses to ensure budget restrictions are maintained.
• Provide the Executive Director with administrative support through development, monitoring and control of Institute processes including the preparation of American Neurological Association, Institute of Medicine, and American Academy of Neurology nominations as necessary for submission; preparation of high-level presentations, including slides and talking points; and inform the Executive Director of relevant department projects and needs.
• Serve as liaison for Executive Director in correspondence with present and potential donors to the Institute.
• Facilitate research and grant proposal submissions. Communicate with Neurology Department, Neurosurgery Department, and research administration groups to ensure accurate submission for Executive Director review. Evaluate proposals for completeness, make revisions to final proposal and track status of pending submissions for Executive Director.
• Facilitate confidential Institute senior faculty searches. Manage direct communication with candidates and search committee members and oversee course of search process. Ensure adherence to HMS and MGB requirements throughout interview process, with attention to confidentiality, payment/reimbursement, offer process, and announcement.
• Contribute to the preparation of the Institute’s annual goals.
• Develop and maintain effective methods of communicating within the Institute, with the Department of Neurology, and with the Department of Neurosurgery administrative leadership, trainees, and service staff on a regular basis. 
• Follow-up with faculty on their completion of various required tasks, projects and compliance initiatives (e.g., MGB Conflict of Interest filing); Identify and bring potential matters of non-compliance to the attention of the Executive Director or SVP.
• Type from rough draft and dictation correspondence, manuscripts, book chapters, talks, slides, tables, forms and questionnaires, minutes of meetings, schedules, flyers and journal reviews.
• May provide functional guidance and supervision to other administrative staff; trains and orients new staff as appropriate.
• Participate in MGB Neuroscience Institute’s Office Management Team. May be assigned tasks including supply ordering, visitor greeting, and contributing to set up/take down of large department meetings and events.
• Perform all other duties and responsibilities as assigned.

WORKING CONDITIONS:

• Attends meetings at BWH, MGH, all affiliate network sites as needed, and occasionally Assembly Row.

SYSTEM AND FISCAL RESPONSIBILITIES:

• Works within legal, regulatory, compliance, accreditation, and ethical practice standards relevant to the position and as established by MGB.
• Complies with appropriate MGB policies and procedures.
• Brings potential matters of non-compliance to the attention of the supervisor or other appropriate staff.
• Some fiscal responsibility specific to project budget targets. Responsible for managing expenses related to large meetings, events or symposia as well as other specific projects as assigned by the Executive Director.

 

Hybrid

 

15 Parkman Street

 

40

 

Regular

 

Day (United States of America)

Pay Range

$30.60 - $44.51/Hourly

Grade

6
At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.
0100 Mass General Brigham Incorporated is an Equal Opportunity Employer. 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. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran’s Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.

 

Mass General Brigham Competency Framework