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 provides may be asked to provide backup support to other Executive Assistants.
Principle 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 alimited 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
- Coordinate and organize 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
- Assist 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
Education
- Associate's Degree Related Field of Study required or Bachelor's Degree Related Field of Study preferred
Can this role accept experience in lieu of a degree?
No
Experience
- At least 5-7 years of experience as an Administrative Assistant to Executive or Chair/Chief or Senior Leader required
Knowledge, Skills and Abilities
- 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.
Physical Requirements
- Standing Occasionally (3-33%)
- Walking Occasionally (3-33%)
- Sitting Constantly (67-100%)
- Lifting Occasionally (3-33%) 20lbs - 35lbs
- Carrying Occasionally (3-33%) 20lbs - 35lbs
- Pushing Rarely (Less than 2%)
- Pulling Rarely (Less than 2%)
- Climbing Rarely (Less than 2%)
- Balancing Occasionally (3-33%)
- Stooping Occasionally (3-33%)
- Kneeling Rarely (Less than 2%)
- Crouching Rarely (Less than 2%)
- Crawling Rarely (Less than 2%)
- Reaching Occasionally (3-33%)
- Gross Manipulation (Handling) Constantly (67-100%)
- Fine Manipulation (Fingering) Frequently (34-66%)
- Feeling Constantly (67-100%)
- Foot Use Rarely (Less than 2%)
- Vision - Far Constantly (67-100%)
- Vision - Near Constantly (67-100%)
- Talking Constantly (67-100%)
- Hearing Constantly (67-100%)
Mass General Brigham Incorporated 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 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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Mass General Brigham (Enterprise Services)
Feb 28, 2025