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Executive Staff Assistant

2 months ago

Somerville, United States Mass General Brigham Full time
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.

The Opportunity:

The Executive Staff Assistant in Research Information Science and Computing (RISC) under the general direction of the Senior Program Manager, demonstrates the ability to effectively set priorities, make decisions and work in a fast-paced environment. This individual must be competent, self-motivated and must possess the ability to work independently to support the administrative needs of three senior leaders. They will need to demonstrate proficiency in complex calendar management using Microsoft Outlook along with Microsoft Word and Excel and to possess strong computer skills in general. This is an exciting opportunity for a highly motivated, experienced Executive Staff Assistant.

Principal Duties and Responsibilities

• Primary responsibilities include expeditiously acting on requests from three senior leaders which will primarily involve complex, high volume calendar management. This will include coordinating and scheduling meetings with internal and external attendees and prioritizing numerous recurring and non-recurring meetings independently with little or no supervision. They will interact with numbers of individuals across the organization using highly effective interactive skills and judgement.

• This individual will also:

1. Act as the primary timekeeper for MGB's time and attendance system

2. Create and submit all expense reports and track payments to ensure that reimbursements are made in a timely manner

3. Make travel arrangements including Domestic and International travel, hotel, local transportation, etc.

4. Prepare documents for signature such as letters of support for grants and promotions.

5. Assist with onboarding new staff (ordering equipment, assisting with obtaining security IDs, confirming seating location)

• This individual will proactively communicate to the team and will work to engage team members on a variety of levels to promote participation and partnership.

• They will assist in onboarding new staff; work with the hiring manager, IS Help Desk and Workplace Services. They will ensure that deadlines are met and that hiring managers are kept up to date.

• They will perform other duties as required.

Working Conditions:

• Normal office working conditions. The noise level in the work environment is quiet to moderate.

Qualifications
  • Bachelor's degree or equivalent required (or higher level of education)
  • A minimum of 7 years work experience
  • A combination of education and experience may be substituted for requirements
Skills/Abilities/Competencies:

• Highly independent and proactive self-starter with a high sense of urgency. Attention to detail and commitment to highest level of accuracy.

• Demonstrates initiative and constructive thinking skills.

• Excellent problem solving, analytical skills along with ability to use sound judgement.

• Ability to communicate verbal information clearly and concisely. Must also possess excellent grammar, editing, and writing skills.

• Ability to prioritize competing responsibilities, manage timelines that involve various audiences (senior leadership, managers and staff) and to organize and prioritize work independently.

• Demonstrated direct experience handling sensitive and confidential information with integrity, discretion and utmost confidentiality.

• Highly effective and courteous with various groups of staff, management, and senior leadership. Ability to problem solve and function as a resource to other members of the team, and to unravel complex issues.

• Demonstrates ability to manage multiple and changing priorities in a busy work environment.

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.