Executive Assistant

Mass General Brigham - Somerville, MA

Full-time - Entry Level

Somerville, MA

1,001-5,000 employees

Ambulatory Health Care Services

About the position

The Executive Assistant position at Brigham and Women's Hospital (BWH) is a vital role within the Development team, primarily supporting the Chief Development Officer (CDO) and the Vice President of Development. This position is designed for individuals who are passionate about making a positive impact on the lives of patients and families through their work in a world-class academic medical center. The Executive Assistant will be responsible for managing high-level activities in a complex environment, ensuring that the CDO and Vice President can focus on their strategic initiatives. The role requires a proactive approach to handling communications, scheduling, and administrative tasks, all while maintaining a high degree of professionalism and discretion. In this role, the Executive Assistant will serve as the primary point of contact for both internal and external stakeholders, facilitating effective communication and relationship management. The position involves direct interaction with donors and other constituents, requiring excellent judgment and the ability to represent BWH Development with the utmost excellence. The Executive Assistant will also manage all communications between the Development Office and the Office of the President, ensuring that the President is well-prepared for all Development-related activities. This includes scheduling meetings, coordinating correspondence, and managing sensitive information with confidentiality. The Executive Assistant will be expected to document and drive follow-up activities, write and edit correspondence, manage calendars, and prepare materials for meetings and presentations. The role also includes organizing senior leadership meetings, processing expense reports, and leading monthly meetings of support staff. The ideal candidate will thrive in a fast-paced environment, demonstrating flexibility, strong organizational skills, and a sincere interest in philanthropy and the hospital's mission of patient care, teaching, and research.

Responsibilities

• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CDO and Vice President.
• Manage high-level internal and external relationships in collaboration with leadership.
• Interact directly with donors and other constituents, demonstrating good judgment and discretion.
• Manage all communication between the Development Office and the Office of the President, including scheduling meetings and coordinating correspondence.
• Document and drive follow-up activities related to Development initiatives.
• Write, proofread, edit, and review correspondence and other written materials as needed.
• Handle all telephone inquiries, screening and directing as appropriate.
• Manage calendars and assist in preparing for appointments, meetings, and presentations.
• Establish routines and processes to simplify recurring work and create efficiencies.
• Prepare itineraries, biographies, briefings, agendas, reports, and presentations as needed.
• Handle sensitive and confidential information with care.
• Update information in the fundraising database, producing queries, reports, and mail merges as appropriate.
• Organize senior leadership meetings and monthly all-staff meetings.
• Process expense reports and reimbursements.
• Plan and lead a monthly meeting of 20+ support staff.
• Perform other duties as assigned.

Requirements

• 2+ years of development experience preferred or related experience.
• High School Degree or equivalent.
• Excellent written and oral communication skills with strong proofreading ability.
• Superb organizational skills with meticulous attention to detail.
• Excellent computer literacy and word processing skills using Microsoft Products.

Nice-to-haves

• Experience in a fast-paced, professional environment.
• Sincere interest in philanthropy and advancing the hospital's mission.

Benefits

• Flexible schedule
• Opportunities for advancement
• Competitive salaries
• Hybrid flexible work schedule