Senior Executive Assistant, MGB Neurosurgery

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

Reporting to the Neurosurgery Program Administrator the Senior Executive Assistant will primarily be responsible for supporting the Department of Neurosurgerys Chairman to ensure efficient and effective operations within the Chairmans office. Additionally this role will support the Chairmans role in the CTNS within the MGB Cancer Institute as well as managing Extended Worker onboarding and Visa management for the department. This includes but is not limited to day-to-day calendar management for the chair and other executives as needed travel correspondence and support for activities as it relates to the Chairmans office patient care coordination etc. This position requires exceptional organizational interpersonal and computer/data management skills as well as independent and critical judgment to project and problem solve to ensure MGB compliance. The candidate should possess strong leadership and communication skills and exercise discretion in managing high-level confidential matters.

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

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

Knowledge Skills and Abilities
- Strong technology and MS Office skills Advanced Outlook Word Excel PowerPoint.
- Ability to proofread and edit written documents.
- Ability to manage more complex phone calls and give more detailed information solving more complex issues as appropriate.
- Highly proficient in all communication skills (phone verbal and written).
- Ability to handle sensitive information and situations with poise and professionalism.
- Strong organizational coordination and judgment skills.
- Ability to prioritize effectively.
- Ability to problem solve and troubleshoot.
- Ability to analyze a situation and determine best course of action within established guidelines.
- Basic math knowledge with some knowledge of bookkeeping.
- Advanced understanding and use of medical terminology and comprehension of billing and fiscal information.
- Ability to demonstrate good leadership skills in a team environment including ability to provide guidance orient train and assist other administrative staff.

Essential Functions:

• Responsible for managing day to day administrative operations and supporting clinical academic research and administrative priorities across the MGB on behalf of the Chair including but not limited to proactive calendar management strategic scheduling prioritization of competing system-wide demands coordination with faculty and leadership and presentations.
• Responsible for managing all necessary Visas for full-time part-time research and/or volunteer staff. He/she will do so in accordance with Global Officefor Professionals and Students (GPS) and under the general direction of the Neurosurgery Program Administrator. Handles all badge security access for respective employees.
• Coordinates meetings that may include Hospital Executives and stakeholders from other institutions or departments.
• Assists with ordering office supplies planning department events etc.
• Manages all extended workers - students volunteers and observers in accordance with requirements set forth by the institution including the coordination of all initial and ongoing correspondence managing the database for all incoming and outgoing EWs managing all necessary paperwork for registration and on-boarding as well as ensuring Occupational Health and new staff orientation requirements are met prior to start date.
• Accountable for managing the resources and deliverables for assignments. Rapidly identifies problem-solves and communicates to leadership any issues that are jeopardizing deadlines or scope of work.
• Supports operations for departmental leadership including coordination of meetings and events within MGB and outside of the hospital keeps detailed records of meetings and minutes as requested shares progress and updates with key leaders accordingly. Manages key projects on behalf of the department.
• Maintain effective and harmonious working relationships with co-workers faculty guest speakers venues and vendors to promote a culture of wellness and a culture of excellence for the department.
• Other projects assigned by Chair Executive Director Manager etc. (recruitment promotions other projects and events as assigned).
• Maintain sensitive and confidential information with the highest degree of professionalism discretion and integrity; frequently handle matters of strategic financial personnel and reputational importance.
• Draft edit and manage confidential correspondence announcements 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.
• Support financial and administrative processes including expense reconciliation reimbursements payroll coordination and basic budget tracking for the Chair and designated leadership activities.
• Track priorities deadlines and deliverables for the Chief; follow up independently to ensure timely execution of action items across multiple workstreams.
• 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.

Onsite

10 Vining 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 .