Executive Assistant

Brigham and Women's Hospital, Inc.; Boston (MA); Hybrid; USD 32,000 - 46,000; Full time

Job summary

Brigham and Women's Hospital, Inc. is seeking an experienced Administrative Assistant to provide executive-level secretarial support.

You will manage calendars, coordinate travel, prepare correspondence, and assist with meetings and board communications in a hybrid work setting. The role requires strong organizational and communication skills, meticulous attention to detail, and the ability to handle sensitive information with professionalism.

Qualifications

• Requires highly proficient/advanced administrative skills.
• Ability to proofread and edit written documents.
• Highly proficient in all communication skills (phone, verbal and written).
• Strong organizational, coordination and judgment skills.
• Ability to prioritize effectively.
• Basic math knowledge with some knowledge of bookkeeping.
• Advanced understanding and use of medical terminology and comprehension of billing and fiscal information.
• Demonstrates leadership skills within a team environment.

Responsibilities

• Perform secretarial and administrative duties for an executive or chief.
• Manage schedule, arrange appointments, travel, meetings including coordinating documents, refreshments and resources, and conference calls.
• Prepares correspondence, meeting minutes or executive summaries.
• Maintains files and office supplies, budget records, reconciles and verifies expenses, and completes reimbursements.
• Work requires some analysis and use of initiative and independent judgment.
• Remain knowledgeable of corporate policy.
• Often called upon to interpret and communicate executive or board's intent to other employees.
• Perform payroll functions for executive team.
• Assists other administrative/executive assistants and may assist with orientation and training of staff.
• May make contacts of a sensitive, complex, and confidential nature.
• Completes routine tasks under minimal supervision.

Skills

Advanced administrative skills

Schedule management

Communication skills

Proofreading/editing

Organization & coordination

Prioritization

Problem solving

Leadership ability

Medical terminology understanding

Education

High School Diploma or Equivalent

Associate's degree (preferred)

Tools

Microsoft Office Suite

Job description

Site: The Brigham and Women's 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 SummarySummary:Specializes in providing administrative and secretarial support to executives or chairs (e.g., heads of divisions, departments, or administrative units). Responsibilities may include coordination and scheduling, correspondence and presentation preparation, and travel arrangements. Requires highly proficient/advanced administrative skills.Does this position require Patient Care? NoEssential Functions:-Perform secretarial and administrative duties for an executive or chief.-Manage schedule, arrange appointments, travel, meetings including coordinating documents, refreshments and resources, and conference calls.-Prepares correspondence, meeting minutes or executive summaries.-Maintains files and office supplies, budget records, reconciles and verifies expenses, and completes reimbursements.-Work requires some analysis and use of initiative and independent judgment.-Remain knowledgeable of corporate policy.-Often called upon to interpret and communicate executive or board's intent to other employees.-Perform payroll functions for executive team.-Assists other administrative/executive assistants and may assist with orientation and training of staff.-May make contacts of a sensitive, complex, and confidential nature.-Completes routine tasks under minimal supervision.QualificationsEducationHigh School Diploma or Equivalent required and associate's degree preferredCan this role accept experience in lieu of a degree? NoExperienceexperience as an Administrative Assistant to Executive or Chair or Senior Leader 3-5 years requiredKnowledge, Skills and Abilities- Requires highly proficient/advanced administrative skills and office applications skills.- 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.Additional Job Details (if applicable)Remote TypeHybridWork Location41-45 Avenue Louis PasteurScheduled Weekly Hours40Employee TypeRegularWork ShiftDay (United States of America)Pay Range$23.34 - $33.37/HourlyGrade5At 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 package. In 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.EEO Statement:2200 The Brigham and Women's 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 Veteran’s 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)-282-7642.Mass General Brigham Competency FrameworkAt Mass General Brigham, our competency framework defines what effective leadership “looks like” by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.