Executive Assistant

Mass General Brigham Incorporated; Boston, Northern (MA, KY); Hybrid; USD 66,878,000 - 95,619,000; Full time

Job summary

Mass General Brigham seeks an experienced Administrative Assistant to provide executive and chair-level support at The Brigham and Women’s Hospital. The role covers scheduling, travel coordination, correspondence preparation, and minutes or summaries.

The position requires 3-5 years of relevant experience and strong administrative, communication, and confidentiality skills. Hybrid work location in the Boston area with a 40-hour work week; pay range is $23.34–$33.37 hourly.

Qualifications

• High School Diploma or Equivalent required; associate's degree preferred.
• 3-5 years of experience as Administrative Assistant to Executive or Chair or Senior Leader.
• Advanced administrative skills and proficiency with office applications.
• Excellent written and verbal communication.
• Ability to handle confidential information with poise and professionalism.

Responsibilities

• Provide secretarial and administrative support to an executive or chief.
• Manage schedule, appointments, travel, meetings, and coordination of documents and resources.
• Prepare correspondence, meeting minutes or executive summaries.
• Maintain files, budget records, and reconcile expenses; complete reimbursements.
• Interpret and communicate executive or board's intent to staff; assist with orientation and training.
• Perform payroll functions for the executive team; support other assistants as needed.

Skills

Secretarial support

Scheduling

Travel coordination

Communication skills

Payroll processing

Education

High School Diploma or Equivalent

Associate's Degree preferred

Tools

Office applications

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 Summary Summary:

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? No

Essential 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.

Qualifications

Education High School Diploma or Equivalent required and associate's degree preferred Can this role accept experience in lieu of a degree? No

Experience experience as an Administrative Assistant to Executive or Chair or Senior Leader 3-5 years required

• 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 Type Hybrid Work Location 41-45 Avenue Louis Pasteur
• Scheduled Weekly Hours 40
• Employee Type Regular Work Shift Day (United States of America)
• Pay Range $23.34 - $33.37/Hourly
• Grade 5

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 Framework

At 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. Combat disease. Hold a hand. Help people. Impact the world.

Mass General Brigham is a passionate, welcoming community where minds meet caring hearts. Come be a part of the world’s most powerful force in medicine, where every role is important in changing lives. Our history includes New England hospitals founded over 200 years ago, some of the first and most prestigious hospitals in the world. Built on the legacy of two leading academic medical centers, we’re more than a system—we’re leaders in the practice of medicine. Mass General Brigham is committed to serving the community. We are dedicated to enhancing patient care, teaching and research, and taking a leadership role as an integrated health care system. We recognize that increasing value and continuously improving quality are essential to maintaining excellence.