Executive Staff Assistant/Project Coordinator

Job Description - Executive Staff Assistant/Project Coordinator (3314886)

The Ragon Institute is a unique collaboration between Massachusetts General Hospital, MIT, and Harvard. The mission of the organization is to leverage this cross-disciplinary collaboration to break down barriers and transform human health on a global scale. Our vision is bold: to harness the immune system to prevent and cure human disease. We are a results-oriented group of highly motivated individuals. At every level, we value collaboration, compassion, dedication, and innovation and people with those skills who thrive in teams and dynamic environments.

This position will directly support the Executive Director of the Ragon Institute as well as the Executive Director of Finance by providing operational, administrative, financial, and project support. The EA/Project Coordinator is a strategic and operational leader responsible for the efficient and effective functioning of the Office of the Executive Directors. This role requires a high degree of organizational acumen, project management expertise, and exceptional interpersonal skills.

The EA/Project Coordinator is a partner, confidante, and troubleshooter for the Executive Directors (EDs). They will aid in navigating issues and assisting the EDs in achieving their goals as well as the institution’s. In this highly visible role, the incumbent will also be expected to maintain a close and responsive relationship to all members of the Ragon Institute. The position requires a high degree of professionalism, excellent project management, organizational, analytical, and communication skills, and the ability to represent management directives, policies, and procedures to others.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Strategic Partner

1. Assist with development, definition, and execution of the Executive Director’s vision as well as institutional goals and the tactics to achieve forward progress.
2. Support the implementation of strategic initiatives to enhance the efficiency and productivity of Institute Operations. Collaborate with the Executive Directors to define goals, priorities, and action plans.
3. Maintain a highly proficient and professional image of the Ragon Institute by maintaining strong employee relationships, interdepartmental relations, and public relations.
4. Collaborate with leadership to evaluate, develop, and implement various administrative systems and procedures designed to maximize the workflow, thereby creating efficiencies.
5. Meet regularly with the Executive Director(s) to confirm prioritization of work, update supervisor(s) around ongoing tasks and progress made, and inform supervisor(s) of any concerns regarding daily assignments, policies, and procedures, personnel issues, and/or assigned projects.
6. Perform other related duties as assigned or requested.

Project Management and Operational Excellence

1. Manage complex projects with multiple stakeholders, ensuring timely delivery and achievement of project objectives. Develop project plans and timelines.
2. Produce agendas, attend key meetings, take minutes, and ensure appropriate follow-up is conducted.
3. Produce high-quality materials for executive meetings that convey messages effectively to internal and external audiences, including, but not limited to graphics, slides, talking points, etc.
4. Draft operational workflows and maintain efficient administrative and operational processes. Identify opportunities for process improvement and implement solutions to enhance efficiency.
5. Assist with special projects as requested; coordinate and prioritize projects with supervisors.

Data Management and Record Keeping

1. Develop standard tools and templates which will ensure commonality between projects and similar experiences for those who work with the Ragon executive team; summarize and present new tools and templates on a periodic basis.
2. Design and manage databases and document repositories as required.
3. Develop and maintain departmental manuals and standard operating procedures, as needed.
4. Set up and maintain organized files of administrative correspondence, reports, and confidential records.
5. Support development of operational dashboard; gather necessary data from multiple stakeholders.

Executive Support

1. Serve as an “air traffic controller” for the Executive Directors, helping to maximize the EDs limited time, ensure that they receive the right information at the right time, and that follow-up happens without the ED having to check.
2. Brief the ED for meetings and proactively review their calendar to prepare or request necessary briefings, agendas, presentation decks, and other documents.
3. Orchestrate day-to-day activities for the Executive Directors through the maintenance of daily appointment calendars. Provide high-level administrative support to the Executive Directors, including managing complex calendars, coordinating travel arrangements, and preparing correspondence. Serve as a key liaison with internal and external stakeholders.
4. Coordinate and schedule ad hoc as well as key recurring meetings that are set by the Executive Directors (e.g., departmental retreats, team meetings, inter-departmental meetings, etc.); oversee setting agendas, developing presentation materials, prepping Executives for meetings, and ensuring appropriate follow-up.
5. Proactively manage day-to-day responsibilities for Executive Directors; help executive director(s) manage their action item list and prioritize work.
6. Compose letters and/or memoranda as appropriate from notes, verbal instructions, or independently from knowledge of circumstances and policy.
7. Expense Management including expense report submission and monthly reconciliations.

Event Management

1. Lead the planning and execution of high-profile events as guided by the Executive Directors. Manage event logistics, budgets, and attendee communications; work with others as needed to coordinate activities.
2. Serve as key staff support for the Institutional Culture Committee.

Education: Associate's Degree/Some College Required; Bachelor's Degree Preferred.

Experience: Minimum of 5 years of administrative assistant experience required with at least 2 years supporting senior executives in a large, matrixed organization required.

SKILLS/COMPETENCIES REQUIRED:

1. Time Management: Exceptional organizational skills and ability to organize time and priorities effectively, asking for direction when appropriate. Demonstrates judgment to effectively set priorities and juggle multiple tasks. Flexibility to handle shifting priorities and deadline pressures.
2. Organizational Skills: Ability to function effectively within a changing environment. Is competent, self-motivated and able to work independently receiving minimal supervision and guidance. Manages a complex array of competing priorities and demonstrates judgment to organize priorities across multiple individuals.
3. Professional Knowledge: Extensive knowledge of record-keeping systems. Project management skills are essential.
4. Leadership: Demonstrates initiative, continually strives to enhance the credibility of the department. Takes ownership and responsibility for assigned activities. Ability to work well with others in a demanding and changing environment. Open to, and encourages feedback from, colleagues.
5. Discretion and Confidentiality: Ability to handle sensitive matters discreetly and to ensure confidentiality.
6. Interpersonal/Communication: Excellent interpersonal/communications skills. Demonstrates exceptional customer service skills. Excellent problem-solving skills along with excellent attention to detail and follow-through. Above average phone and customer service skills. Demonstrated superior writing, grammatical, and editing skills. Has comfort and experience dealing with C-suite executives and VIPs via phone and in person. Exceptional computer skills (including operating systems, Internet, spreadsheets, and other office management systems). Strong proficiency in using Microsoft Word, Excel, PowerPoint, and Outlook and has the ability to quickly learn other information systems used within the institution.

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.