Executive Assistant to the COO and CNE

Site: Mass General Brigham Incorporated

Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.

Job Summary

Behind every great health care leader is a trusted partner who keeps everything moving. We're looking for an exceptional Executive Assistant to support two leaders at Mass General Brigham. If you thrive on being the person leaders count on, and you're energized by work that matters, this is your opportunity to help shape how one of the nation's leading academic health care systems operates. This role requires 4-5 days on-site.

With a front-row seat to enterprise leadership, work side by side with two senior executives who guide operations and nursing across the system.

You'll do meaningful work that clears the way for the leaders who support our clinicians and patients. We trust you with sensitive, confidential matters and the autonomy to use your own judgment. You'll be a trusted voice who shares executive priorities with teams and partners across Mass General Brigham, while working as part of a collaborative team that keeps the department running every day. We invest in your growth, give you room to develop, and recognize your success at every step.

This role is based at the Prudential Center (800 Boylston Street, Boston). Given the nature of the work, you'll also travel locally to other Mass General Brigham sites, such as our Corporate Headquarters in Assembly Row in Somerville.

Responsibilities:

• Keep two executive calendars running smoothly: manage schedules, appointments, travel, meetings, and conference calls, including the documents, resources, and logistics that make each one successful.
• Prepare your executives to succeed: use independent judgment to set priorities and propose alternatives to meetings, handle meeting preparation and clean-up, and brief them on meetings, commitments, and external obligations. Assist with presentation materials such as handouts and talking points using PowerPoint, Excel, and other desktop publishing, and serve as a key point of contact for important group meetings.
• Oversee key, high-level correspondence: review incoming communication, initiate first responses where appropriate, route routine mail, and prepare replies. Screen incoming calls, expedite priority matters, and independently handle communications as appropriate.
• Handle sensitive matters with discretion: make contacts of a sensitive, complex, and confidential nature with poise and professionalism.
• Stay on top of the details: maintain files and office supplies, keep budget records, reconcile and verify expenses, complete reimbursements, and perform payroll functions for the executive team.
• Keep the business side moving: process invoices and check requests for payment, coordinate all travel arrangements, and process expense reports for the executive leaders and their teams. Maintain office files and systems so documents and correspondence are easy to retrieve.
• Use your judgment: analyze situations, solve problems, and decide on the best course of action within established guidelines.
• Be a team player: support fellow administrative and executive assistants, and help orient and train staff.
• Partner with the executive team: work in partnership with the Chief of Staff and other executive assistants.
• Research and special projects: conduct research on a variety of topics as requested, and coordinate and organize special events and projects.
• Build your network: develop strong relationships within the department and across Mass General Brigham to help the executive leaders work efficiently and effectively with a variety of groups.
• Stay current on policy: remain knowledgeable of corporate policy and comply with all policies and standards.

Qualifications:

• Bachelor's Degree
• 5–7 years of experience as an Administrative Assistant to an executive, chair/chief, or senior leader
• Advanced skills in Outlook, Word, Excel, and PowerPoint
• Excellent phone, verbal, and written communication skills, and the ability to proofread and edit documents
• Strong organizational, coordination, and prioritization skills, with sound judgment
• Ability to handle sensitive information and situations with poise and professionalism
• Strong problem-solving and troubleshooting skills
• Basic math knowledge with some knowledge of bookkeeping
• Advanced understanding of medical terminology and comprehension of billing and fiscal information
• Leadership skills in a team environment, including the ability to guide, orient, train, and assist other administrative staff

The hourly rate range for this position is $45.00 to $55.00. At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience, if applicable, education, certifications, and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package.

Onsite800 Boylston Street

Pay Range

$30.60 - $44.51/Hourly

Grade

6At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.0100 Mass General Brigham Incorporated is an Equal Opportunity Employer. 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. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran’s Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.

Mass General Brigham Competency Framework