Executive Assistant to Department Chair

Spaulding Rehabilitation Hospital; Boston (MA); Hybrid; USD 32,153 - 45,970; Full time

Job summary

Spaulding Rehabilitation Hospital is seeking an Administrative Assistant for a hybrid position in Boston. This role requires managing schedules, coordinating meetings, and handling sensitive information effectively.

The ideal candidate should have at least 3–5 years of experience supporting executives, coupled with strong organizational and communication skills. The position supports the executive team and is pivotal in maintaining office efficiency.

The role offers a competitive salary range between $23.34 and $33.37 per hour.

Qualifications

• 3–5 years as an Administrative Assistant to an Executive.
• Highly proficient in managing sensitive information.
• Advanced understanding of medical terminology.

Responsibilities

• Manage schedules and arrange appointments.
• Prepare correspondence and meeting minutes.
• Perform payroll functions for the executive team.

Skills

Administrative skills

Communication skills

Organizational skills

Problem-solving abilities

Basic math knowledge

Education

High School Diploma or Equivalent

Associate’s Degree in a related field

Tools

Office applications

Job description

Job Overview

Site: The Spaulding Rehabilitation Hospital Corporation, Mass General Brigham. This is a Monday through Friday day position with a hybrid arrangement—four days on site at the Spaulding Charlestown location, one day remote.

Responsibilities

• Manage schedule, arrange appointments, travel and meetings, including coordinating documents, refreshments and resources, and conference calls.
• Prepare correspondence, meeting minutes, or executive summaries.
• Maintain files and office supplies, budget records, reconcile and verify expenses, and complete reimbursements.
• Work requires some analysis and use of initiative and independent judgment.
• Remain knowledgeable of corporate policy and interpret and communicate executive or board intent to other employees.
• Perform payroll functions for the executive team.
• Assist other executive assistants and may assist with orientation and training of staff.
• Make contacts of a sensitive, complex, and confidential nature.
• Complete routine tasks under minimal supervision.

Qualifications

Education
High School Diploma or Equivalent required; Associate’s Degree in a related field preferred. This role does not accept experience in lieu of a degree.

Experience
3–5 years as an Administrative Assistant to an Executive, Chair, or Senior Leader.

Knowledge, Skills, and Abilities

• Highly proficient administrative skills and office applications.
• Proofreading and editing written documents.
• Managing complex phone calls and providing detailed information.
• Strong phone, verbal, and written communication skills.
• Handling sensitive information and situations with poise and professionalism.
• Strong organizational and coordination skills.
• Prioritizing effectively.
• Problem‑solving and troubleshooting abilities.
• Analyzing situations to determine best course of action within guidelines.
• Basic math and bookkeeping knowledge.
• Advanced understanding of medical terminology and billing/fiscal information.
• Demonstrate leadership skills in a team environment, including training and assisting other administrative staff.

Physical Requirements

• Standing occasionally (3‑33 %)
• Walking occasionally (3‑33 %)
• Sitting constantly (67‑100 %)
• Lifting occasionally (3‑33 %) 20 lb‑35 lb
• Carrying occasionally (3‑33 %) 20 lb‑35 lb
• Pushing rarely (<2 %)
• Pulling rarely (<2 %)
• Climbing rarely (<2 %)
• Balancing occasionally (3‑33 %)
• Stooping occasionally (3‑33 %)
• Kneeling rarely (<2 %)
• Crouching rarely (<2 %)
• Crawling rarely (<2 %)
• Reaching occasionally (3‑33 %)
• Gross manipulation (handling) constantly (67‑100 %)
• Fine manipulation frequently (34‑66 %)
• Feeling constantly (67‑100 %)
• Foot use rarely (<2 %)
• Vision far constantly (67‑100 %)
• Vision near constantly (67‑100 %)
• Talking constantly (67‑100 %)
• Hearing constantly (67‑100 %)

Work Details

Remote Type: Hybrid
Work Location: 300 First Avenue, Charlestown, MA
Scheduled Weekly Hours: 40
Employee Type: Regular
Work Shift: Day (United States of America)
Pay Range: $23.34 – $33.37 per hour

EEO Statement

1400 The Spaulding Rehabilitation Hospital Corporation 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, or any 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.