Executive Assistant

The Executive Assistant performs a wide variety of executive administrative duties required to support the day-to-day operations of the office of the Chief of Medicine. This position requires organizational, interpersonal, and computer/data management skills, as well as independent judgment to anticipate and solve problems to maintain smooth office operations.

• Provide administrative and staff support to the Chief of Medicine, Associate Chief of Medicine, and Division Chiefs.

• Compose, type, prepare and distribute written materials using sound judgment. Includes email correspondence, memos, and minutes.

• Answers telephones using sound judgment in screening and responding to inquiries, prioritizing calls and requests that need immediate attention. Forwards or resolves as appropriate.

• Maintains and manages Chief's schedule and calendar by making appointments and scheduling meetings. Requires coordination and preparation for meetings, including securing meeting space and sending reminders.

• Ensures outgoing electronic and paper mail is timely to meet deadlines.

• Provides staff support to the Medical Residency Program as required. Organizes communications and schedules for residency activities on behalf of the Chief of Medicine.

• Tracks all medical student evaluations for the department.

• Assists with administrative duties for Chief Medical Resident.

• Performs data entry as required for a variety of Department of Medicine requirements.

• Provides administrative support to select Harvard Medical School clinical courses and Mass General Brigham continuing medical education courses conducted at BWFH

• Maintains the meeting minutes for Medical Morbidity and Mortality conferences and Department of Medicine staff meetings.

• Coordinates scheduling of clinical service coverage including communications with moonlighting pools.

• Performs multiple tasks in People Soft for the Dept of Medicine activities. Manages check requests, requests for reimbursement, and petty cash.

• Updates and keeps current computer and paper filing system to ensure quick and easy access.

• Maintains effective working relationships with administration, clinical staff, and departments.

• Performs other related duties and responsibilities as required/requested.

About Brigham & Women's Faulkner Hospital

Brigham and Women's Faulkner Hospital, an affiliate of 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 in equal access to quality care, employment and advancement opportunities encompassing the full spectrum of human diversity: race, gender identity, sexual orientation, ability, religion, ethnicity, national origin and all the other forms of human presence and expression that make us better able to provide innovative and cutting-edge healthcare and research.

Brigham and Women's Faulkner Hospital is a 171- bed non-profit, community teaching hospital located in Jamaica Plain directly across the street from the Arnold Arboretum. Founded in 1900, Brigham and Women's Faulkner Hospital offers comprehensive care in a wide variety of specialties. Brigham and Women's Faulkner Hospital is a designated Magnet hospital by the American Nurses Credentialing Center, a recognition that fewer than nine percent of all US hospitals receive.

At Brigham and Women's Faulkner Hospital, we believe that everyone should have the chance to live a healthy life. From creating breakthroughs that have paved the way for treatments around the globe to training the next generation of providers, our patients, and those we may never meet, are at the center of everything we do. If you're looking for more than a career, join Brigham and Women's Faulkner Hospital. Our patients call it better care. Our employees call it home.

• Associate's degree required; Bachelor's degree preferred.

• 3-5 years in executive office environment preferred.

• Must be able to work in a fast-paced environment and prioritize work.

• Staff adheres to all ICARE Standards

• Outstanding problem-solving skills in appropriate areas

• Excellent verbal and telephone skills

• Strong Microsoft office skills (Word, Excel, PowerPoint, Publisher)

• Strong time management skills; ability to organize and manage multiple priorities and take initiative

• Ability to use PeopleSoft, Kronos, eBuy etc.

• Strong team player

• Ability to manage confidential information.