At Mass General Brigham, we know it takes a surprising range of talented professionals to advance our mission—from doctors, nurses, business people and tech experts, to dedicated researchers and systems analysts. As a not-for-profit organization, Mass General Brigham is committed to supporting patient care, research, teaching, and service to the community. We place great value on being a diverse, equitable and inclusive organization as we aim to reflect the diversity of the patients we serve.
At Mass General Brigham, we believe a diverse set of backgrounds and lived experiences makes us stronger by challenging our assumptions with new perspectives that can drive revolutionary discoveries in medical innovations in research and patient care. Therefore, we invite and welcome applicants from traditionally underrepresented groups in healthcare — people of color, people with disabilities, LGBTQ community, and/or gender expansive, first and second-generation immigrants, veterans, and people from different socioeconomic backgrounds – to apply.
Job Summary
At Mass General Brigham Digital, we pride ourselves on our ability to create maximum strategic, clinical, and operational value from established and emergent technologies for our patients, care teams, researchers, and employees. Digital health will not only enhance the equity and efficiency of healthcare delivery, but it will also help make medicine more personalized and precise.We recognize that increasing value and continually improving quality while maintaining an inclusive focus are essential to organizational excellence, and we invite you to join us on this journey. The work we do in Digital is a strategic imperative, and there is a strong and growing understanding of how together we will transform Mass General Brigham in innovative and impactful ways.
Reporting to the Chief Information Officer and SVP, Digital, the Executive Assistant will provide administrative support to the CIO and Chief Medical Information Officer and assist in coordination of all-staff meetings as well as management meetings. The Executive Assistant will also partner with senior leadership assistants and individuals at all levels to ensure the efficient and effective delivery of day–to-day operations and strategic projects within Digital and the ongoing oversight, coordination of internal special project deliverables.
Qualifications
Principal Duties and Responsibilities:
Provide complex calendar management including the planning and timely notification of meetings and appointments. Use independent judgment in setting priorities and proposing alternatives to meetings. Collaborate with administrative staff across the system to book hard-to-schedule meetings with other execs and leaders.
Support Leadership with ensuring meetings scheduled meet negotiated deadlines, ensure adequate travel time in schedules when needed, communicate schedule changes in a timely manner and proactively identify calendar conflicts and work with fellow assistants to resolve.
Make travel arrangements; prepare expense reports.
Ensure meeting participants have accurate meeting logistics (location, directions, etc.)
Arrange for conference room and technical support (i.e.: projector, teleconferencing services) and prepare materials (agendas and PowerPoint decks) as necessary.
Assist in the preparation for new employee arrivals, including cube preparation, IDs, security, computer equipment ordering; manages scheduling for new hire orientation program.
Assist as requested in the creation and dissemination of communications to the department staff.
Assist with correspondence, filing, telephone coverage, routing routine mail and other assistant activities as assigned.
Trained in managing timekeeping of PTO schedules and trained as backup for other timekeeper(s).
Assist in the management of department distribution lists.
Other ad hoc administrative duties and projects as assigned.
Qualifications:
B.A. or Associates degree preferred
5-7 years of experience as an Administrative Assistant to Executive or Chair/Chief or Senior Leader required
Experience in planning and supporting large-scale meetings, facilitation and presentation is required
Experience in relationship management at the Sr. Management level is required
Experience within a healthcare environment preferred
Communications experience preferred
Proficient in the use of MS Office tools including Word, Excel, PowerPoint and Teams.
Experience complex scheduling responsibilities desired.
Ability to prioritize tasks
Knowledge, Skills and Abilities
Strong technology and MS Office skills – Advanced Outlook, Word, Excel, PowerPoint.
Ability to proofread and edit written documents.
Ability to manage more complex phone calls and meeting requests, and give more detailed information, solving more complex issues as appropriate.
Highly proficient in all communication skills (phone, verbal and written).
Ability to handle sensitive information and situations with poise and professionalism.
Strong organizational, coordination and judgment skills.
Ability to prioritize effectively.
Ability to problem solve and troubleshoot.
Ability to analyze a situation and determine best course of action within established guidelines.
Basic math knowledge with some knowledge of bookkeeping.
Advanced understanding and use of medical terminology and comprehension of billing and fiscal information.
Ability to demonstrate good leadership skills in a team environment, including ability to provide guidance, orient, train and assist other administrative staff.
Additional Job Details (if applicable)
Physical RequirementsStanding Occasionally (3-33%) Walking Occasionally (3-33%) Sitting Constantly (67-100%) Lifting Occasionally (3-33%) 20lbs - 35lbs Carrying Occasionally (3-33%) 20lbs - 35lbs Pushing Rarely (Less than 2%) Pulling Rarely (Less than 2%) Climbing Rarely (Less than 2%) Balancing Occasionally (3-33%) Stooping Occasionally (3-33%) Kneeling Rarely (Less than 2%) Crouching Rarely (Less than 2%) Crawling Rarely (Less than 2%) Reaching Occasionally (3-33%) Gross Manipulation (Handling) Constantly (67-100%) Fine Manipulation (Fingering) Frequently (34-66%) Feeling Constantly (67-100%) Foot Use Rarely (Less than 2%) Vision - Far Constantly (67-100%) Vision - Near Constantly (67-100%) Talking Constantly (67-100%) Hearing Constantly (67-100%)
Remote Type
Hybrid
Work Location
399 Revolution Drive
Scheduled Weekly Hours
40
Employee Type
Regular
Work Shift
Day (United States of America)
EEO Statement:
Mass General Brigham Incorporated 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 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.
At Mass General Brigham, our competency framework defines what effective leadership “looks like” by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.