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
The Executive Assistant (EA) provides comprehensive administrative support to the Chief Operating Officer (COO) of Massachusetts General Hospital (MGH) and Massachusetts Physicians Organization (MGPO) and Senior Vice President (SVP) of Operations at Mass General Brigham (MGB) and the COO/SVP’s senior team. This is a highly visible role that serves as the first point of contact for matters brought to the attention of the COO/SVP. The EA works closely with the COO/SVP and his/her senior team, ensuring the effective management of schedules, meetings, and other key priorities that contribute significantly to the successful operations of MGH and MGB. The EA will interface with a broad range of internal and external stakeholders, including the Office of the MGH/MGPO President, Office of the AMC President, clinical department chairs, and MGB system leaders. In addition to supporting the COO/SVP, the EA provides coverage for other designated senior executives as needed. This position offers significant growth potential.Key Responsibilities:
Manages and prioritizes the COO/SVP’s schedule, including appointments, meetings, and interviews. Ensures the COO/SVP is regularly informed regarding the content of his/her calendar.
Is responsible for maintaining a highly proficient and professional image of the COO/SVP in their role overseeing and supporting operations at MGH and across the system. Cooperates with internal and external constituents to achieve goals and maintain good employee relations, interdepartmental relations, and public relations.
Maintains a close and highly responsive relationship with the COO/SVP. Serves as a gatekeeper, ensuring that the COO/SVP can effectively prioritize day-to-day activities. Sends timely notifications for meetings, manages and coordinates meeting site arrangements and other details, and makes travel arrangements for out-of-town conferences or seminars.
Assembles materials and compiles data for preparation of administrative and operational reports, and assists in the preparation for presentations, including PowerPoint slides and talking points. Creates agendas, minutes, presentations, and proposals as needed.
Drafts correspondence, including letters and memoranda, based on notes, verbal instructions, or independently using knowledge of policies and circumstances.
Screens phone calls, triages inquiries, and expedites priority matters.
Maintains computerized schedules and administers voice mail, e-mail and other office technologies.
Greets people coming into the office, ascertains their needs, and escorts or directs them to the appropriate person or office.
Serves as a liaison with senior staff, ensuring daily issues requiring the COO/SVP’s attention are appropriately tracked and communicated.
Interacts daily with senior hospital administrators and chiefs of service, ensuring a professional and collaborative approach.
Meets regularly with the COO/SVP concerning assignments, policies and procedures, and related tasks. Keeps the COO/SVP informed of department activities, schedule of appointments, project progress, and department challenges and needs.
Sets up and maintains confidential files, administrative correspondence, reports, and personnel records.
Reviews and processes travel and entertainment expenses and check request invoices submitted by senior staff for approval.
Makes decisions regarding routine administrative matters and completes clerical detail of the office.
Monitors and secures office supplies and other materials as directed for the office suite.
Manages scheduling for administrative conference rooms and other shared workspaces.
Provides administrative support coverage to other senior executives as required.
Performs other tasks as assigned.
Qualifications
Education:
High school diploma required. Graduate of an accredited college or secretarial science program preferred.
Experience:
Minimum of five years of related office experience required.
Skills and Competencies:
Demonstrates ability to effectively set priorities, make decisions and work in a fast-paced environment;
Must be competent, self-motivated, and able to work independently receiving minimal supervision and guidance;
Works independently, exercises good judgment and discretion, and maintains strict confidentiality;
Is able to balance multiple tasks and competing priorities; works effectively within a changing environment; meets deadlines;
Demonstrates proficiency in Microsoft Word, Excel PowerPoint and ability to quickly learn other information systems used within the institution;
Works professionally with co-workers, customers, and other MGB affiliates. Able to effectively interface with all levels of staff in the hospital and across MGB;
Responsible for maintaining a highly proficient and professional image of the Office of the COO/SVP by cooperating with hospital staff to achieve goals and maintain good employee relations, interdepartmental relations, and public relations;
Demonstrates excellent interpersonal, communications, organizational, and problem-solving skills, along with exceptional attention to detail and follow-through;
Anticipates others’ needs, exercises good judgment and discretion, and maintains strict confidentiality;
Works effectively within a changing environment, developing efficient timelines and meeting deadlines;
Is a solutions-oriented problem solver who desires to learn, grow, and implement feedback;
Balances multiple tasks and competing priorities;
Works effectively in a team environment;
Possesses strong writing, editing, language and grammar skills, evidenced through day-to-day emails, phone calls, meeting minutes and other methods of correspondence with the public; and
Exceptional customer service skills.
Additional Job Details (if applicable)
Remote Type
Onsite
Work Location
66 Blossom Street
EEO Statement:
The General Hospital Corporation 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.
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.