Executive Assistant
Mass General Brigham
 Somerville, MA

About Us

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.

Summary

Reporting to the Chief Marketing Officer (CMO) and assisting other functional marketing leads, the Executive Assistant provides administrative and project coordination support to ensure the effective and efficient day-to-day functioning of the Marketing group, exercising discretion on all assignments and maintaining a high level of professionalism and confidentiality. Daily administrative services include but are not limited to: managing calendars for the CMO and functional leads; assisting with meeting scheduling, management, event coordination, and other activities; collaborating with vendors and client services to manage invoicing and payments; providing support as appropriate on a wide range of project management related tasks and assist with daily work-flows such as compiling reports, presentations, and correspondence.

Duties and Responsibilities

Exhibits strong organizational skills that reflect ability to understand and anticipate the needs of those whom the assistant supports, prioritizing multiple tasks seamlessly with attention to detail.

Maintains complex, high volume calendars for CMO and functional leads and large / complex meeting scheduling for others

  • Manage CMO schedule, coordinating meetings at all levels including with c-suite executives both internally and externally and working closely with executive assistants both at Mass General Brigham and beyond
  • Manages schedules for up to two additional functional area leaders who report to the CMO and assists their teams as required
  • Collaborates with all to ensure sound calendar management, adequate balance of meeting time, work time, travel time, and general availability
  • Communicates schedule changes in timely manner

Supports Marketing department meetings and events, including

  • Schedules meetings, arranges and books conference rooms and technical support (i.e.: projector, teleconferencing services), meals, and prepares materials as necessary
  • Manages holiday events and other group activities and facilitates all aspects of catering, ordering, set-up and clean-up
  • Assists with new hire recruiting, interviewing and on-boarding
  • Facilitates agenda planning and document distribution

Other ongoing administrative duties include:

  • Manages room-booking for ad-hoc and project meetings. Puts guests in security, and escorts and assists them as needed
  • Creates, processes and tracks statements-of-work, purchase orders, invoices, check requests, eChecks, reimbursements, petty cash vouchers, and other transactions with vendors and others
  • Submits weekly time reports of Marketing staff in selected functional areas and manages Kronos payroll process
  • Maintains and ensures Marketing-wide data up to date: Marketing org chart; Marketing email distribution list; etc
  • Assists with correspondence, filing, telephone coverage, and other administrative activities, including organizing, ordering and managing office equipment and supplies
  • Maintains and supports shard-file-areas of the departments and potentially other technical areas including website, and engages with IS for systems troubleshooting

Additional activities as needed:

  • Assists with travel booking and payment and manages individual and corporate card expenses, including submitting expense reports
  • Helps improve workflow, operating efficiency, and service quality across Marketing
  • Preparation and compilation of presentations utilizing PowerPoint, Excel, Word and other applications that support Marketing. Project dependent. May include specifics such as brand management or general project management
  • Disburses and tracks approved petty cash usage, company parking vouchers, cab vouchers, and T-Pass Program
  • Provide coverage to other assistants as necessary
  • Other duties as assigned

Qualifications

  • 3-5 years' administrative experience, preferably in healthcare
  • B.A. or Associates Degree preferred
  • Highly motivated, team focused, and results oriented
  • Must be able to function effectively in a fast-paced environment, organize and prioritize work, and meet deadlines

Skills/ Competencies

  • Ability to collaborate with directors to form effective team
  • Proficient in the use of Microsoft Office products (Outlook, Word, PowerPoint, Excel, Access)
  • Ability to prepare detailed presentations in multiple formats
  • Excellent written and oral communication skills
  • Strong organizational skills and the ability to manage multiple projects
  • Strong interpersonal skills that encourage teamwork and enhance relationships
  • Excellent proofreading ability and strong attention to detail
  • Sound judgment and sensitivity to confidential information
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