Partners Healthcare System Boston , MA 02298
Posted 2 months ago
This is a hybrid role with 3x (Monday, Tuesday, and Thursday)/week onsite at Mass General Brigham's office in Back Bay, Boston.
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 Office of the Chief Human Resources Officer (CHRO), the Executive Assistant (EA) ensures effective and efficient day-to-day administrative support. The incumbent is responsible for effectively managing a variety of tasks in a fast-paced, high-accountability work environment. The EA is the interface and intermediary for managing initial communication with a variety of stakeholders; these include compensation committee members of the board and individuals who work at various levels of government, industry, and philanthropy. As such, this role requires the ability to effectively communicate with different audiences, manage multiple priorities and projects simultaneously, and act with discretion while handling sensitive and/or confidential matters. Primary responsibilities include: complex calendaring, meeting management, event coordination, preparation of presentation materials and other departmental communications, and routine office tasks such as maintaining and organizing file systems, ordering supplies, processing invoices and tracking expenses. The Executive Assistant provides may be asked to provide backup support to other Executive Assistants.
Principle Duties and Responsibilities
Manages the CHRO's complex, high volume calendar, ensuring adequate balance of meeting time, work time, travel time and general availability. Provides calendaring support for a limited number of additional senior leaders
Manages compensation committee meetings
Advance preparation of required daily materials
Maintains awareness of the CHRO's daily schedule, including the planning and timely notification of meetings and appointments; uses independent judgment in setting priorities and proposing alternatives to meetings; prepares for and cleans up from in-person meetings
Collaborates with other Executive and Administrative Assistants across the enterprise and external organizations to schedule meetings and events
Coordinate and organize special events; serves as key point of contact for important group meetings
Arranges for conference room and technical support (i.e. projector, WebEx, teleconferencing, etc.) and prepares materials as necessary
Ensures meeting participants have accurate meeting logistics (locations, directions, security clearance, etc.)
Prepares and coordinates materials for use with board members
Manages communications and interactions with board members and their delegates
Maintains office files and systems to ensure the easy retrieval of materials
Produces complex confidential reports and memoranda. Assists in the preparation of reports, which may include tables, graphs, and other visual materials and web searches
Assist with the production of materials for presentation and distribution, utilizing PowerPoint, Excel or equivalent software
Coordinates all travel arrangements
Processes and tracks expense reports
Processes and tracks purchase orders, invoices and check requests for payments
Processes accurate, time-sensitive accounts payable documents
Triages calls as appropriate. Deals courteously and professionally with all calls and inquiries from within and outside MGB.
Provides coverage for Executive/Administrative Assistants as necessary; Works collaboratively with the executive office and other administrative support staff
Orders and maintains all office supplies and distributes mail
Performs other duties and projects as assigned
Qualifications
Associates degree or related experience required
Bachelor's degree preferred
Must have a minimum of three to five years of administrative experience supporting executive-level leaders and managing complex calendars
Must be proficient in Microsoft, PowerPoint, Word, Excel and other office software
A combination of education and experience may be substituted for requirements
Skills, Abilities, Competencies
Must be able to function in an extremely high-level, fast-paced, ever-changing environment, organize and prioritize work, meet tight deadlines, and react quickly and efficiently to incoming communications
Strong interpersonal skills to effectively communicate with cross-functional teams, including the ability to effectively interact with staff at all levels of the organization
Attention to detail
Problem-solving and negotiation skills
Sound judgment
Proficiency in Microsoft Office, including Outlook, Excel, Word, and PowerPoint. Ability to learn new software and other computer programs quickly. Ability to train others on computer programs as needed
Ability to work independently, plan and initiate new activities, and develop solutions to complex issues. Ability to provide support to multiple professional-level staff
Ability to work with highly confidential and sensitive information.
Strong verbal, and written communication skills
Strong organizational skills
Creative and self-motivated
Ability to effectively organize and prioritize a variety of tasks to meet deadlines
Professional demeanor and professionalism in all activities and interactions
Partners Healthcare System