Executive Assistant Senior

About the position

At Mass General Brigham Digital, we pride ourselves on our ability to create maximum strategic, clinical, and operational value from established and emergent technologies for our patients, care teams, researchers, and employees. Digital health will not only enhance the equity and efficiency of healthcare delivery, but it will also help make medicine more personalized and precise. We recognize that increasing value and continually improving quality while maintaining an inclusive focus are essential to organizational excellence, and we invite you to join us on this journey. The work we do in Digital is a strategic imperative, and there is a strong and growing understanding of how together we will transform Mass General Brigham in innovative and impactful ways. Reporting to the Chief Information Officer and SVP, Digital, the Executive Assistant will provide administrative support to the CIO and Chief Medical Information Officer and assist in coordination of all-staff meetings as well as management meetings. The Executive Assistant will also partner with senior leadership assistants and individuals at all levels to ensure the efficient and effective delivery of day-to-day operations and strategic projects within Digital and the ongoing oversight, coordination of internal special project deliverables.

Responsibilities

• Provide complex calendar management including the planning and timely notification of meetings and appointments.
• Collaborate with administrative staff across the system to book hard-to-schedule meetings with other execs and leaders.
• Support Leadership with ensuring meetings scheduled meet negotiated deadlines.
• Make travel arrangements; prepare expense reports.
• Ensure meeting participants have accurate meeting logistics (location, directions, etc.).
• Arrange for conference room and technical support and prepare materials as necessary.
• Assist in the preparation for new employee arrivals, including cube preparation, IDs, security, computer equipment ordering.
• Assist as requested in the creation and dissemination of communications to the department staff.
• Assist with correspondence, filing, telephone coverage, routing routine mail and other assistant activities as assigned.
• Trained in managing timekeeping of PTO schedules and trained as backup for other timekeeper(s).
• Assist in the management of department distribution lists.
• Other ad hoc administrative duties and projects as assigned.

Requirements

• B.A. or Associates degree preferred.
• 5-7 years of experience as an Administrative Assistant to Executive or Chair/Chief or Senior Leader required.
• Experience in planning and supporting large-scale meetings, facilitation and presentation is required.
• Experience in relationship management at the Sr. Management level is required.
• Experience within a healthcare environment preferred.
• Communications experience preferred.
• Proficient in the use of MS Office tools including Word, Excel, PowerPoint and Teams.
• Experience complex scheduling responsibilities desired.
• Ability to prioritize tasks.

Nice-to-haves

• Strong technology and MS Office skills - Advanced Outlook, Word, Excel, PowerPoint.
• Ability to proofread and edit written documents.
• Ability to manage more complex phone calls and meeting requests.
• 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 problem solve and troubleshoot.
• 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.