Executive Assistant

The General Hospital Corporation; Newton (MA); Hybrid; USD 31,000 - 44,000; Full time

Job summary

Mass General Brigham's Newton-Wellesley Hospital is seeking an experienced Administrative Assistant to provide executive support in a fast-paced environment. You will manage calendars, coordinate travel, prepare communications, and maintain confidential records for senior leaders.

Ideally you have 3-5 years of executive support experience, superb proofreading, and strong organizational skills. This role offers hybrid work, 40 hours per week, and opportunities to contribute to hospital operations

Qualifications

• High School Diploma or Associate's Degree required; degree in related field preferred.
• 3–5 years experience as Administrative Assistant to Executive or Chair/Senior Leader.
• Ability to proofread and edit documents; strong communication and organization.

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

Admin skills

Proofreading

Phone management

Medical terminology

Billing knowledge

Leadership

Communication skills

Confidentiality

Organizational skills

Problem solving

Education

High School Diploma or Associate's Degree

Job description

Site: Newton-Wellesley Hospital

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.

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 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 or Senior Leader 3-5 years required

Knowledge, 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 Type

Hybrid

Work Location

2014 Washington Street

Scheduled Weekly Hours

40

Employee Type

Regular

Work Shift

Day (United States of America)

Pay Range

$22.22 - $31.71/Hourly

Grade

5

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 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.

EEO Statement

4100 Newton-Wellesley Hospital 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 protec