Executive Administrative Assistant

Summary

The Executive Assistant to the Chief of Staff provides administrative support and plays a crucial role in ensuring the smooth operation of executive functions, handling diverse tasks with efficiency, discretion, and attention to detail. This role acts as a key support system for the Office of the President and top-level executives, contributing to the overall effectiveness and success of the leadership team. This highly visible role demands a proactive, meticulous individual who can navigate complex administrative landscapes and sustain pivotal connections throughout Spaulding and the Mass General Brigham integrated health care system.

Principal Duties and Responsibilities

The Executive Assistant to the Chief of Staff is responsible for:

• Managing an executive calendar, meticulously planning appointments, meetings, and travel arrangements, and ensuring all logistical and material preparations are impeccable.

• Aiding in the orchestration of Spaulding executive team meetings, retreats, and events, ensuring each is executed with precision and aligns with departmental objectives.

• Aiding in the orchestration of Spaulding board meetings, diligently preparing agendas, documenting minutes, and facilitating communications.

• Upholding rigorous record-keeping systems, guarantees confidentiality and accuracy in all aspects of the Chief of Staff's day-to-day work.

• Orchestrating the logistics for seminars, conferences, and special Spaulding events, managing all facets from promotional materials to venue coordination and budget oversight.

• Administering the Chief of Staff's financial transactions, including vigilant monitoring of expenses, reconciliation of accounts, and efficient processing of reimbursements.

• Scrutinizing and refining Spaulding documents for utmost accuracy and coherence, and handling correspondence with a keen eye for detail.

• Communicating directly with the President, high level internal and external stakeholders.

• Creating and maintaining comprehensive email distribution lists.

• Preparing detailed travel agendas for off-site meetings.

• Maintaining a high-level of confidentiality with sensitive information.

• Exercising judgment and discretion in managing executives' matters and communications.

• Other duties, as assigned

Qualifications

Required:

• Minimum 5 years administrative support for mid to high level management or executive, preferably within a highly complex, matrixed organization such as an academic medical center, medical school teaching hospital, integrated health care system, or institution of higher learning.

Education/Degree

Required:

• A bachelor's degree required

Skills, Abilities and Competencies Required

Required:

• Excellent working knowledge of MS Office Suite, including MS Teams, Word, Excel, and PowerPoint.

• Ability to handle sensitive or confidential information.

• Excellent interpersonal and communication skills. Previous experience working effectively in a team-oriented and collaborative environment.

• Superior organizational, communicative, and interpersonal capabilities.

• Excellent customer service skills with the ability to interact with a diverse population using tact and diplomacy

• Excellent written, verbal, and electronic communications.

• Ability to prioritize work and organize assignments independently in a face-paced environment.

• Ability to maintain a solution-oriented approach while dealing with interpersonal conflict.

• Ability to work independently and as part of a team.

• Attention to detail.