Sr. Executive Assistant

Site: The Brigham and Womens Hospital Inc.

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 not-for-profit we support patient care research teaching and community service striving to provide exceptional care. We believe that high-performing 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

Provides high-level administrative operational and strategic support to the Chief of MGB Thoracic Surgery a system-wide leadership role spanning multiple academic medical centers. This role requires advanced executive assistant capabilities exceptional judgment discretion and the ability to operate independently in a complex matrixed academic health system. The Executive Assistant serves as a trusted partner to the Chief supporting clinical academic research and administrative priorities across the MGB Thoracic Surgery enterprise.

Essential Functions

• Provide comprehensive executive-level administrative support to the Chief of MGB Thoracic Surgery including proactive calendar management strategic scheduling and prioritization of competing system-wide demands.

• Coordinate and support high-level meetings including division leadership meetings integration councils search and advisory committees and external stakeholder engagements; prepare agendas briefing materials presentations and follow-up summaries.

• Serve as a central coordination point across MGB entities (e.g. MGH BWH system offices) facilitating communication on behalf of the Chief with physicians senior administrators and external partners.

• Draft edit and manage confidential correspondence executive summaries presentations letters and reports related to clinical operations academic programs research initiatives and strategic integration efforts.

• Manage travel arrangements itineraries and logistics for internal and external engagements including conferences academic meetings and system leadership activities.

• Maintains chiefs current CV information

• Monitors chiefs state license DEA/MSCR certification and Society Memberships and renew when necessary

• Coordinate any special functions requested by chief

• Maintain sensitive and confidential information with the highest degree of professionalism discretion and integrity; frequently handle matters of strategic financial personnel and reputational importance.

• Track priorities deadlines and deliverables for the Chief; follow up independently to ensure timely execution of action items across multiple workstreams.

• Support financial and administrative processes including expense reconciliation reimbursements payroll coordination and basic budget tracking for the Chief and designated leadership activities.

• Remain knowledgeable of MGB policies procedures and governance structures; interpret and communicate the Chiefs intent accurately to diverse stakeholders.

• Partner closely with other senior administrative leaders and executive assistants across MGB to ensure alignment coordination and smooth execution of system-wide initiatives.

• Provide guidance orientation and informal leadership to other administrative staff as needed particularly in the context of integration new initiatives or leadership transitions.

• Complete routine and non-routine tasks with minimal supervision exercising sound judgment and initiative in a fast-paced high-expectation environment.

• projects assigned by chief AD Manager etc (recruitment promotions other projects and evens as assigned)

• Research assistance and coordination with Research Manger on behalf of Chief; tasks as simple as literature searches to assisting in editing and preparation for publication to monitoring financial accounts and creating budgets

Education
Associates Degree Related Field of Study required or Bachelors Degree Related Field of Study preferred

Can this role accept experience in lieu of a degree
No

Licenses and Credentials

Experience

• Experience as an Administrative Assistant to Executive or Chair/Chief or Senior Leader 5-7 years required

• Demonstrated experience supporting leaders with system-level multi-site or matrixed responsibilities strongly preferred.

Knowledge Skills and Abilities

• Highly proficient/advanced administrative and executive support skills including expert use of office and collaboration applications.

• Exceptional written and verbal communication skills with the ability to proofread edit and synthesize complex information for executive audiences.

• Strong organizational skills with the ability to manage multiple high-priority initiatives simultaneously.

• Ability to exercise independent judgment anticipate needs and proactively resolve issues within established guidelines.

• Demonstrated professionalism and poise when handling sensitive complex and confidential matters.

• Advanced ability to manage complex communications including high-level phone calls and inquiries requiring discretion and judgment.

• Strong problem-solving troubleshooting and analytical skills.

• Basic math and bookkeeping knowledge including expense management and reconciliation.

• Working knowledge of medical terminology and familiarity with academic medicine clinical operations and healthcare finance strongly preferred.

• Ability to build effective working relationships across diverse clinical academic and administrative stakeholders.

• Demonstrated leadership behaviors including the ability to guide orient and support other administrative staff in a team-based environment.

• Proficient with a wide range of computer applications and emerging technologies including advanced use of productivity software electronic health records and artificial intelligence tools to streamline workflows and enhance decision-making.

This role is critical to the success of the MGB Thoracic Surgery enterprise and requires a high degree of trust flexibility discretion and commitment to excellence. The Executive Assistant is expected to function as an extension of the Chief representing the office with professionalism and credibility at all times.

Physical Requirements

Standing Occasionally (3-33%)

Walking Occasionally (3-33%)

Sitting Constantly (67-100%)

Lifting Occasionally (3-33%) 20lbs - 35lbs

Carrying Occasionally (3-33%) 20lbs - 35lbs

Pushing Rarely (Less than 2%)

Pulling Rarely (Less than 2%)

Climbing Rarely (Less than 2%)

Balancing Occasionally (3-33%)

Stooping Occasionally (3-33%)

Kneeling Rarely (Less than 2%)

Crouching Rarely (Less than 2%)

Crawling Rarely (Less than 2%)

Reaching Occasionally (3-33%)

Gross Manipulation (Handling) Constantly (67-100%)

Fine Manipulation (Fingering) Frequently (34-66%)

Feeling Constantly (67-100%)

Foot Use Rarely (Less than 2%)

Vision - Far Constantly (67-100%)

Vision - Near Constantly (67-100%)

Talking Constantly (67-100%)

Hearing Constantly (67-100%)

Hybrid

15 Francis Street

40

Regular

Day (United States of America)

Pay Range

$27.95 - $40.70/Hourly

Grade

6

At Mass General Brigham we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive and any offer extended will take into account your skills relevant experience if applicable education certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however it does not encompass all elements contributing to your total compensation addition to competitive base pay we offer comprehensive benefits career advancement opportunities differentials premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.

2200 The Brigham and Womens Hospital Inc. 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 .

Mass General Brigham Competency Framework