Executive Assistant to Department Chair

Partner's Healthcare; Boston (MA); Hybrid; USD 49,000 - 69,000; Full time

Benefits offered by this job

Hybrid work model

Job summary

Mass General Brigham is seeking an experienced Administrative Assistant to support the Chief of Staff at Spaulding Charlestown. The role is a hybrid, 40-hour-per-week position with on-site days and remote coordination as needed.

The successful candidate will manage complex calendars, prepare executive documents, handle confidential information, and assist with payroll-related tasks. Strong communication, organization, and discreet problem solving are essential.

Qualifications

• High school diploma or equivalent required; an associate’s degree in a related field preferred.
• Experience as anAdministrative Assistant to Executive or Chair or Senior Leader is required.
• Proficient in communicating clearly, proofreading, and handling sensitive information.

Responsibilities

• Manage schedules, arrange appointments, travel, meetings and conference calls.
• Prepare correspondence, meeting minutes, and executive summaries.
• Maintain files, budgets, and reimbursements; handle routine tasks with minimal supervision.
• Interpret and communicate executive or board intent to staff; support payroll functions for executives.
• Assist other administrative staff and participate in onboarding and training.

Skills

Administrative skills

Proofreading

Executive communication

Phone handling

Team leadership

Organization

Judgment and discretion

Prioritization

Problem solving

Medical terminology knowledge

Basic bookkeeping

Education

High School Diploma

Associate’s Degree in Related Field

Job description

Job Summary

Site: The Spaulding Rehabilitation Hospital CorporationMass 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.

This is a Monday through Friday day position. Hybrid Role (4 days on site at the Spaulding Charlestown location). This position will report to Chief of Staff of Spaulding Rehabilitation and will support the MGB Department Chair of Physical Medicine and Rehabilitation. The Department of Physical Medicine and Rehabilitation at Spaulding Rehabilitation, Mass General Brigham, and Harvard Medical School is a nationally recognized leader in rehabilitation medicine, bringing together more than 100 full-time faculty across a dynamic academic, clinical, and research enterprise. Our faculty provide comprehensive rehabilitation care across inpatient, outpatient, and consultative settings, train the next generation of physicians and rehabilitation professionals, and lead innovative research focused on recovery, function, and quality of life. This integrated mission creates an exceptional environment for candidates who are committed to advancing patient care, education, discovery, and leadership in the field of Physical Medicine and Rehabilitation.

Essential Functions

• 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

EducationHigh 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

Licenses and CredentialsExperienceexperience 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)

Physical RequirementsStanding Occasionally (3-33%)

Walking Occasionally (3-33%)

Sitting Constantly (67-100%)

Lifting Occasionally (3-33%) 20lbs - 35lbs

Carrying Occasionally (3-33%) 20lbs - 35lbs

Pushing Rarely (Less than 2%)

Pulling Rarely (Less than 2%)

Climbing Rarely (Less than 2%)

Balancing Occasionally (3-33%)

Stooping Occasionally (3-33%)

Kneeling Rarely (Less than 2%)

Crouching Rarely (Less than 2%)

Crawling Rarely (Less than 2%)

Reaching Occasionally (3-33%)

Gross Manipulation Constantly (67-100%)

Fine Manipulation Frequently (34-66%)

Feeling Constantly (67-100%)

Foot Use Rarely (Less than 2%)

Vision - Far Constantly (67-100%)

Vision - Near Constantly (67-100%)

Talking Constantly (67-100%)

Hearing Constantly (67-100%)

Remote Type

Hybrid

Work Location

300 First Avenue

Scheduled Weekly Hours

40

Employee Type

Regular

Work Shift

Day (United States of America)

Pay Range

$23.34 - $33.37/HourlyGrade 5At Mass General Brigham

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.

• comprehensive benefits
• career advancement opportunities
• differentials
• premiums and bonuses as applicable
• recognition programs designed to celebrate your contributions and support your professional growth

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, 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. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.