Executive Assistant

3 weeks ago

Somerville, United States AllWays Health Partners Full time

Mass General Brigham Health Plan is an exciting place to be within the healthcare industry.

As a member of Mass General Brigham, we are on the forefront of transformation with one of the world's leading integrated healthcare systems. Together, we are providing our members with innovative solutions centered on their health needs to expand access to seamless and affordable care and coverage.

Our work centers on creating an exceptional member experience - a commitment that starts with our employees. Working with some of the most accomplished professionals in healthcare today, our employees have opportunities to learn and contribute expertise within a consciously inclusive environment where diversity is celebrated.

We are pleased to offer competitive salaries, and a benefits package with flexible work options, career growth opportunities, and much more.

The Executive Assistant plays a crucial role in ensuring the smooth operation of executive functions, handling diverse tasks with efficiency, discretion, and attention to detail. This role acts as a key support system for the Office of the President and top-level executives, contributing to the overall effectiveness and success of the leadership team.

The role is responsible for completing work in an accurate, timely manner with meticulous attention to detail. They must be able to independently manage competing priorities and multitask. They must also be flexible to meet the business needs of the department when working on special or high priority projects and when volume of work is temporarily increased.

The ideal candidate will be dynamic, organized, and flexible. This candidate must be able to anticipate the needs of the staff they support and be able to support cross-functional coordination in a challenging environment.

Responsibilities:

Provides administrative support to the President, Chief of Staff & Vice President of Corporate Services, and Manager of Program and Administration.

* Serves as the face of the President's office and professionally represents the President's office when greeting clients and others
* Manages interdepartmental scheduling for the President and the Chief of Staff & Vice President of Corporate Services.
* Assists with coordination of complex meetings, conferences, and events for the executive and the team.
* Manages meeting logistics including scheduling and ensuring that all necessary equipment and supplies are available, gathering and managing agenda items, acting as the first point-of-contact for participant inquiries, keeping the chairperson informed of participant availability, and producing accurate minutes at each meeting.
* Provides senior administrative support for internal and external meetings and events.
* Organizes and maintains accurate records, expense reports, invoices, check requests, and files.
* Shows resourcefulness in spearheading, organizing, and completing projects.
* Acts as office manager by keeping up with office supply inventory and coordinating with Workplace services.

Confidentiality

* Maintains high-level of confidentiality with sensitive information.
* Exercises judgement and discretion managing executives' matters and communications.

Travel Arrangements

* Develops itineraries and agendas including scheduling flights, arranging other transportation and booking accommodations.

Document Management

* Manages, and organizes documents, files, reports and presentations.
* Assists with the preparation of meeting agendas and materials, and ensures logistics are in order.
* Ensures version control and accessibility of important and confidential materials.

Qualifications:

* Associate's degree required or the equivalent combination of training and experience, plus 5-7 years of work experience supporting a senior level executive.
* Full comprehension of office management systems, and procedures.
* Excellent working knowledge of MS Office Suite; including MS Teams, Word, Excel, and PowerPoint.
* Ability to keep confidentiality and manage sensitive information with professionalism.
* Excellent interpersonal skills. Previous experience working effectively in a team-oriented and collaborative environment.

Skills/Abilities:

* Demonstrate Mass General Brigham Health Plans core brand principles of always listening, challenging conventions, and providing value.
* Bring fresh ideas forward by listening to and working with employees and the people we serve.
* Respect the talent and unique contributions of every individual and treat all people in a fair and equitable manner.
* Strong, demonstrated track record of an ability to execute on time, on budget, and on scope.
* Strong aptitude for technology-based solutions.
* Ability to inject energy, when and where it's needed.
* Current in healthcare trends.
* Demonstrated forward, visionary thinking; ability to see "what is" and envision "what could be."
* Ability to develop, introduce, defend, and gain support for a new ideas and approaches.
* Excellent leadership skills and leadership track record.
* Ability to translate and communicate complex topics in a variety of forums, tailoring communications to effectively fit and influence the targeted audience, strong executive presence, presentation, and communication skills. Strong verbal, active listening, and written communication skills required.
* Ability to view the long-range trends and cycles of the business and industry and see the "big picture."
* Ability to apply a variety of strategic frameworks to analyze problems and to guide and develop solutions.
* Ability to challenge the status quo and drive innovative thinking and the capability to successfully implement strategy.
* Excellent interpersonal skills, including the ability to influence others at all levels of an organization.
* Strong EQ; exercises self-awareness; monitors impact on others; is receptive to and seeks out feedback; uses self-discipline to adjust to feedback.

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