BFT - Professional Executive Assistant

Site: The General Hospital Corporation

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 notforprofit we support patient care research teaching and community service striving to provide exceptional care. We believe that highperforming 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

At Mass General Brigham Home Care we place great value on being a diverse and inclusive community. Mass General Brigham Home Care is dedicated to diversity equity and inclusion as we aim to reflect the diversity of the patients in our local community. We have a dedicated focus on equity. Thus we believe in equal access to quality care employment and advancement opportunities encompassing the full spectrum of human diversity: race gender sexual orientation religion ethnicity national origin and all the other forms of human presence and expression that make us better able to provide innovative and cuttingedge healthcare and research.

Perform administrative support for the MGB Home Care Executives and Board as assigned. Plan coordinate and attend special events and offsite meetings. Coordinate and schedule a variety of internal meetings manage executive calendars arrange travel plans prepare and/or edit presentations reports and other correspondence set up filing systems and other administrative functions as required. Handle and be exposed to highly sensitive and confidential data.

Key Responsibilities

• Support MGB Home Care Executives and Board members by scheduling and maintaining calendars preparing and editing presentations and providing needed administrative support
• Plan coordinate and attend special events and offsite meetings independently making decisions throughout the event planning process.
• Coordinate and implement administrative projects within the PCC environment collaborating with internal stakeholders and external vendors.
• Administer and track project plans ensuring timely followup by all participants.
• Oversee utilization of new technology process (e.g. webcam skype GoToMyPC etc.) for administrative staff.
• Coordinate and schedule a variety of meetings ensuring appropriate equipment supplies and other needs such as minute taking are met
• Set up and maintain filing systems to ensure accurate and comprehensive records
• Communicate and interact with high level executives within the MGB structure are diplomatic tactful and cooperative while handling sensitive data and maintaining confidential information
• Develop a management system for tracking a wide variety of contracts to assure renewal or termination occurs with no additional charges/costs being incurred due to lapses in coverage etc.
• Executive reports are prepared to meet the highest standards for review and utilization by MGB executives.
• Reports correspondence and presentations are prepared and distributed professionally accurately and timely
• External meetings are coordinated including such activities as determining venue location audio/visual and catering needs developing and communicating invitations agendas and RSVPs preparing meeting materials to ensure a smooth and productive event. Events are planned independently and with minimal if any supervision.
• Attends board meetings and takes minutes
• Utilization of new technology for administrative staff is identified selected and implemented to best serve the needs of the end users and the organization.
• Administrative project plans are developed supported and oversight occurs to ensure timely followup by all participants.
• Executives calendars are maintained by scheduling internal and external appointments. Conflicts and problems are resolved tactfully and with sensitivity to established priorities.

• Travel plans are arranged timely and according to requests
• Filing systems are developed and maintained efficiently.
• Routine office activities including but not limited to filing faxing and copying are performed accurately and timely.
• Organizational charts are prepared and maintained accurately.
• Distribution lists are updated timely and accurately.
• Meetings and projects are supported including taking typing and distributing minutes. Meeting documentation is prepared accurately and timely. Equipment supplies and other meeting materials are prepared and ready in advance.
• Vendor communications and activities are coordinated and monitored effectively and professionally. Vendor tracking system is organized efficiently.
• Back up support for other Administrative Assistants is provided as indicated by work volume and/or as requested.
• Bank deposits are prepared and delivered securely and timely.
• Management system for tracking a wide variety of contracts is developed and expiration dates are monitored to assure renewal or termination occurs with no additional charges/costs being incurred due to lapses in coverage etc.
• Attends board meetings and takes minutes
• Office supplies and equipment is ordered as needed. Expense reports with appropriate supporting documentation are prepared. Invoices credit card statements are reconciled to ensure accuracy.
• Telephone calls are triaged messages received and transmitted accurately and timely.

Physical Requirements

Standing Occasionally (333%)

Walking Occasionally (333%)

Sitting Constantly (67100%)

Lifting Occasionally (333%) 20lbs 35lbs

Carrying Occasionally (333%) 20lbs 35lbs

Pushing Rarely (Less than 2%)

Pulling Rarely (Less than 2%)

Climbing Rarely (Less than 2%)

Balancing Occasionally (333%)

Stooping Occasionally (333%)

Kneeling Rarely (Less than 2%)

Crouching Rarely (Less than 2%)

Crawling Rarely (Less than 2%)

Reaching Occasionally (333%)

Gross Manipulation (Handling) Constantly (67100%)

Fine Manipulation (Fingering) Frequently (3466%)

Feeling Constantly (67100%)

Foot Use Rarely (Less than 2%)

Vision Far Constantly (67100%)

Vision Near Constantly (67100%)

Talking Constantly (67100%)

Hearing Constantly (67100%)

Onsite

399 Revolution Drive

0

Temporary

Day (United States of America)

The General Hospital Corporation 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 Veterans 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)2827642.

Mass General Brigham Competency Framework