Executive Staff Assistant

1 month ago

Somerville, United States Partners Healthcare System Full time

This is a hybrid role requiring 2-3 days/week onsite in Assembly Row, Somerville.

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 Executive Staff Assistant will provide high-level administrative support to the Vice President of Research Management. This role requires exceptional organizational skills, discretion, and the ability to handle sensitive information with confidentiality. The ideal candidate will be proactive, detail-oriented, and able to anticipate the needs of the office. This position also supports the Directors and interacts with individuals at all levels within Research Management to ensure the efficient and effective delivery of day-to-day operations.

PRINCIPAL DUTIES AND RESPONSIBILITIES

Executive Administrative Support to the VP of RM

* Proactively manage the calendar for the VP of RM using judgment in setting priorities
* Collaborate with administrative staff across the organization to book hard-to-schedule meetings with other Executives and Leaders
* Responsible for efficient and effective document management for VP and the RM office
* Maintain confidentiality and handle sensitive information with discretion and professionalism
* Proactive follow through on tasks assigned and provide periodic updates
* Communicate initiatives and projects as needed to department per the VP of RM
* Support travel arrangements for the VP of RM ensuring they are in line with corporate travel and expense policy
* Process monthly expense reports and manage reimbursement processes

Meeting Management

* Proactively organize agendas, confirm presenters and manage participants for key meetings, including Research Operations, System wide Grant Administrator Forums, Town Halls, RM Annual Business Meetings, and other RM meetings
* Organize communications for meetings, help prepare presentations, and follow up on action items from meetings
* Utilize technology to support online, hybrid, and in-person meetings, including set up and problem solving of technology
* Support RM Directors with coordinating larger cross functional meetings

Office Support / Coordination

* Ensure efficient daily operations for the RM department
* Manage Non-personnel budget activities for the meeting,track purchase orders and manage department corporate card
* Triage and coordinate incoming communications, including emails, phone calls, and correspondence
* Responsible for administrative functions related to the on/off boarding RM staff, supports the Directors with the order/return of equipment, granting appropriate system access, and provides general support for the process
* Plays the role of timekeeper for UKG for the office; provide support and problem solving to the managers/staff as needed
* Support and assist registering team members for conferences and other special events
* Maintain the department's distribution list, contact lists and organizational charts

Other

* Provide Technology Support and serve as subject matter expert for meeting technology and Office 365 for RM team
* Assist with maintaining RM Vitals site and Navigator (SharePoint sites) for some RM related material
* Act as key giver for Shared File Areas and systems access
* Serve as back up for different teams in RM to help cover leaves or assist with critical work needs
* Participate in special projects and initiatives as assigned

QUALIFICATIONS

* BA/BS and 2 years of related experience preferred, ideally in the administrative field / healthcare environment and/or experience supporting executive/senior management
* Excellent interpersonal skills to deal effectively with senior management, staff and vendors
* Strong verbal and written communication skills
* Exceptional organizational abilities
* Proficiency with Microsoft Office Suite: Teams, Word, Excel, Access, and PowerPoint
* Proficiency with Zoom, UKG, Sharepoint, PeopleSoft/Workday or Other ERP system
* Problem solving skills with exquisite attention to detail and follow through
* Strong positive and customer oriented focus
* Demonstrated ability to work independently and accurately
* Maintain a proactive approach to work including team building and multi-tasking capabilities
* Demonstrated ability to exercise discretion and maintain strict confidentiality
* Demonstrated ability to juggle multiple tasks and competing priorities

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