Executive Staff Assistant

3 weeks ago

Boston, United States Partners Healthcare System Full time

General Summary/Overview Statement:

The Wellman Center for Photomedicine at Massachusetts General Hospital is seeking a Executive Staff Assistant candidate to manage and handle administrative activities in the Director's office. The Executive Staff Assistant will work independently, receiving guidance and supervision from the Director. The candidate will also support the Director's research team as well as performing miscellaneous administrative functions for the Center as a whole.

Principal Duties and Responsibilities for Director:

* Prioritize/summarize mail/email/phone and respond to all meeting requests.
* Maintain calendar and give daily updates.
* Liaison with other departments and Hospital and MGB Officials.
* Support Senior Administration Team.
* Draft letters and other correspondence with input of Director.
* Maintain list of approved laser users for Laser Safety Committee.
* Make travel arrangements as needed and review options with Director.
* Process travel reimbursements in a timely fashion.
* Set up meetings and arrange for conference room and AV.
* Assist with teaching responsibilities of Director: make PowerPoint slides of lectures, maintain course notes, organize files, keep records of exams, etc.

Primary duties for Director's research team:

1. Maintain CVs and references.

2. Assist with intellectual property management:

* Maintain patent portion of investigators' CVs.
* Work closely with MGB Innovation office and/or Wellman IP representative to ensure timely submission and processing of IP disclosures and patent applications.
* Proofread patent applications.
* Assist in writing patent disclosures.

3. Assist with submission of manuscripts for publications, maintain reprints file.

4. Prioritize/summarize mail/email/phone and respond to all meeting requests.

5. Make travel arrangements as needed and review options with investigator.

6. Process travel reimbursements in a timely fashion.

7. Process reimbursements for all study patients (as needed).

8. Set up meetings and arrange for conference room and AV.

9. Perform editorial work for publications.

10. Assist with teaching responsibilities of investigators: make PowerPoint slides of lectures, maintain course notes, organize files, keep records of exams, etc.

11. Assist with new employee orientation.

12. Provide extensive assistance with new grant applications and renewals.

13. Minutes/Notes for lab group meetings and other technical and scientific meetings.

14. Organize and maintain files of investigators.

Additional responsibilities:

1. Act as a floor manager for Thier 2.

2. Assists with administrative functions throughout the Wellman Center.

3. Perform other duties as required.

Education:

Bachelor's Degree required.

Skills and Competencies Required:

* Excellent interpersonal/communication skills.
* Ability to handle sensitive/confidential information.
* Demonstrated a proficiency of Excel, Word, PowerPoint and Outlook and other computer programs.
* Possess strong writing, editing, language and grammar skills as well as an excellent command of the English Language.
* Outstanding organizational and problem-solving skills.
* Flexibility to handle multiple tasks and deadline pressures.
* Ability to work independently and as part of a team.

Supervisory Responsibility:

1 FTE (Staff Assistant III)

Working Conditions:

Work location is in the Director's Office Thier 2 in an office setting within a large research center.

Licenses, Certifications, and Registrations:

Notary preferred.

  • Executive Assistant

    3 weeks ago

    Boston, United States Shawmut Design and Construction Full time

    Maintain the calendars and/or daily schedules of the Executives. Draft letters, emails, reports and other correspondence as required; Coordinate and implement special projects; maintain confidential files; attend staff meetings, take and distribute m Executive Assistant, Executive, Assistant, Construction, Business Services, Staff

  • Executive Assistant

    3 weeks ago

    Boston, United States Sigma Inc Full time

    730525 Executive Assistant, Boston, MA, 3 Months contract Sigma.Inc. is looking for an Executive Assistant to work onsite with our Client located in Boston, MA. This is with Commonwealth of MA and Dept of Children and Families. Will be required to work onsite at 600 Washington St. Shift Timings : Mon-Fri, 9-5pm with half hour lunch break. Description :...

  • Executive Assistant

    1 month ago

    Boston, United States Cambridge Associates LLC Full time

    CAREERS THAT CHANGE THE WORLD **OUR CULTURE** - Cambridge Associates believes culture is central to your success and ours._ We believe in a vibrant, values-driven culture that is supportive, inclusive, and diverse. Here, we celebrate the individual while we support global connectivity. At CA, collaboration wins, kindness matters, and your success is our...

  • Executive Assistant

    7 days ago

    Boston, United States The Hollister Group Full time

    Executive AssistantOur Boston-based client is looking to hire an Executive Assistant on a direct hire basis. This individual will be responsible for supporting a busy team. The ideal candidate for this role will need to have 3+ years of senior executive experience, strong calendar management skills, able to coordinate travel arrangements, and handle the...

  • Executive Assistant

    7 days ago

    Boston, United States The Hollister Group Full time

    Executive AssistantOur Boston-based client is looking to hire an Executive Assistant on a direct hire basis. This individual will be responsible for supporting a busy team. The ideal candidate for this role will need to have 3+ years of senior executive experience, strong calendar management skills, able to coordinate travel arrangements, and handle the...

  • Executive Assistant

    1 week ago

    Boston, United States The Hollister Group Full time

    Executive AssistantOur Boston-based client is looking to hire an Executive Assistant on a direct hire basis. This individual will be responsible for supporting a busy team. The ideal candidate for this role will need to have 3+ years of senior executive experience, strong calendar management skills, able to coordinate travel arrangements, and handle the...

  • Executive Assistant

    1 month ago

    Boston, Massachusetts, United States Tufin Full time

    DescriptionWe are looking for a dynamic individual to be the Executive Assistant to the Chief Executive Officer and Chief Revenue Officer. The candidate will join Tufin at an exciting time and help grow the business by working closely with the executive team. The candidate should possess strong communication skills, thrive in a fast-paced environment, and be...

  • Executive Assistant

    1 month ago

    Boston, United States The Hollister Group Full time

    Executive AssistantOur client, a long-lasting non-profit, is currently seeking an Executive Assistant to support its CEO. This candidate requires excellent written and verbal communication skills, superior attention to detail, and the ability to shift priorities as needed.If you are interested and meet the qualifications below, apply with your resume for...

  • Executive Assistant

    1 month ago

    Boston, United States The Hollister Group Full time

    Executive AssistantOur client, a long-lasting non-profit, is currently seeking an Executive Assistant to support its CEO. This candidate requires excellent written and verbal communication skills, superior attention to detail, and the ability to shift priorities as needed.If you are interested and meet the qualifications below, apply with your resume for...

  • Executive Assistant

    3 weeks ago

    Boston, United States HarbourVest Partners LLC. Full time

    Job Description Summary For over forty years, HarbourVest has been home to a committed team of professionals with an entrepreneurial spirit and a desire to deliver impactful solutions to our clients and investing partners. As our global firm grows, we continue to add individuals who seek a collaborative, open-door culture that values diversity and...

  • Executive Assistant

    4 days ago

    Boston, United States Commonwealth Care Alliance Full time

    The Executive Administrator will serve as a critical contributor to the workings of the Chief Revenue and Growth officer and his direct reports including the connection and management of many critical components of the organization. In addition, the Executive Administrator will support the General Manager, Market Lead - Massachusetts. * Support executive...

  • Executive Assistant

    3 weeks ago

    Boston, United States Liberty Mutual Group Full time

    Identifies the preferred method of support for assigned executives and appropriately accommodates working style. Partners with executives to help them be more efficient and effective with their time, consistently maintaining strong communication. Man Executive Assistant, Executive, Assistant, Insurance, Business Services, Management

  • Executive Assistant

    3 weeks ago

    Boston, United States Hire Partnership, LLC Full time

    We are seeking an experienced candidate for our Executive Assistant position with a fantastic national non-profit in Boston, MA! Why is this a Great opportunity? Great opportunity for an experienced Admin to grow in their career! Get to work for a na Executive Assistant, Assistant, Executive, Staffing, Business Services

  • Executive Assistant

    3 weeks ago

    Boston, United States CYNET SYSTEMS Full time

    Job Description: Pay Range $22.19hr - $28.19hr Responsibilities: Perform Administrative and Office Support Activities including but not limited to creation/revision of presentations/reports, correspondence, and excel worksheets as well as management of calendars and emails. Handle complex and confidential situations and requests. ...

  • Executive Assistant

    7 days ago

    Boston, United States Commonwealth Care Alliance Full time

    Why This Role is Important to Us The Executive Administrator will serve as a critical contributor to the workings of the Chief Revenue and Growth officer and his direct reports including the connection and management of many critical components of the organization. In addition, the Executive Administrator will support the General Manager, Market Lead -...

  • Executive Assistant

    3 weeks ago

    Boston, United States Boston Childrens Hospital Full time

    Job Posting DescriptionThe Executive Assistant shall be responsible for:Exercising judgment and discretion to handle incoming issues and requests, determining appropriate actions, responses, and solutions in a responsive and professional manner.Understanding and effectively utilizing relevant Hospital chains of command and reporting systems to effectively...

  • Executive Assistant

    4 weeks ago

    Boston, United States Bridge Over Troubled Waters Full time

    **THE OPPORTUNITY**: The Executive Assistant will report to the Chief Executive Officer providing support to the CEO, Board of Directors, and Senior Management Team. This position will serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. The Executive Assistant will have the ability to work...

  • Executive Assistant

    7 days ago

    Boston, United States FanningMasis Full time

    Executive Assistant $120K to $125KA highly regarded Boston firm is seeking an Executive Assistant to support the managing partner. Will arrange extensive domestic and international travel, coordinate meetings and conference calls across various countries, and navigate business and personal networks. Be the liaison with high-profile clients and internal...

  • Executive Assistant

    7 days ago

    Boston, United States FanningMasis Full time

    Executive Assistant $120K to $125KA highly regarded Boston firm is seeking an Executive Assistant to support the managing partner. Will arrange extensive domestic and international travel, coordinate meetings and conference calls across various countries, and navigate business and personal networks. Be the liaison with high-profile clients and internal...

  • Executive Assistant

    4 days ago

    Boston, United States State Street Corporation Full time

    We dont necessarily need you to fulfil all of them when applying. If you like change and innovation, seek to see the bigger picture, make data driven decisions and are a good team player, you could be a great fit. Executive Assistant, Executive, Assistant, Technology