Executive Staff Assistant - Vascular Surgery

Mass General Brigham - Boston, MA

Full-time - Mid Level

Boston, MA

Ambulatory Health Care Services

About the position

The Executive Staff Assistant for Vascular Surgery plays a crucial role in providing comprehensive administrative support to the Chief of Vascular Surgery and the Department of Surgery Vice Chair. This position requires a high level of discretion and judgment, as the assistant will manage sensitive information and prioritize tasks effectively. The assistant will coordinate the daily activities of the Chief, ensuring that all appointments, meetings, and projects are organized and communicated efficiently. This role serves as a vital liaison between hospital personnel, external contacts, and the Chief, facilitating smooth communication and operations within the department. In addition to calendar management, the Executive Staff Assistant will be responsible for a variety of secretarial tasks, including transcribing and proofreading correspondence, preparing reports and presentations, and managing travel arrangements for the Chief. The assistant will also oversee the organization of events, meetings, and conferences, ensuring that all logistical details are handled, from catering to transportation. This position requires strong organizational skills, the ability to multitask under pressure, and a commitment to providing exceptional customer service. The assistant will also play a key role in office coordination, working collaboratively with the Chief to ensure that all administrative functions are running smoothly. This includes providing guidance to office staff, managing office operations, and ensuring compliance with hospital policies and procedures. The Executive Staff Assistant will also be involved in staff recruitment and training, contributing to a positive and efficient work environment. Overall, this position is essential for the effective functioning of the Vascular Surgery department, supporting both the Chief and the broader team in achieving their goals.

Responsibilities

• Maintains chief and vice chair's calendars, including scheduling of meetings and appointments.
• Meets regularly with Chief and Vice Chair concerning daily assignments and office operations.
• Serves as a liaison between hospital personnel, external contacts, and the Chief of Vascular Surgery.
• Answers telephones and manages calls on behalf of the Chief and Vice Chair.
• Transcribes, proofreads, and edits dictation of correspondence and prepares reports.
• Makes national and international travel arrangements for the Division Chief.
• Prepares Travel Expense Reports and submits receipts for reimbursement.
• Maintains materials for documenting Chief's continuing medical education (CME) credits.
• Prepares and organizes materials for Chief's presentations and conducts literature searches.
• Establishes and maintains databases for storage of records and patient lists.
• Coordinates meetings, luncheons, lectures, and conferences, including logistics and refreshments.
• Coordinates all administrative aspects of outside visitors and staff recruitment.
• Develops and coordinates production and distribution of invitations and announcements.
• Prepares and monitors event budgets and ensures payment of expenses.
• Schedules facilities and equipment for events and selects menus for catering.
• Coordinates with facility staff to resolve issues during events.
• Ensures thank you notes and gifts are prepared and sent as appropriate.
• Performs photocopying, faxing, filing, and scanning as required.
• Performs special projects for Chief or Division as needed.
• Coordinates all administrative support functions and office staff with the Chief.
• Provides functional guidance to all office staff and ensures high customer service.
• Develops and maintains staffing plans and individual schedules for office personnel.
• Participates in staffing through interviews and recommendations for hire.
• Conducts monthly office staff meetings to disseminate information and solicit input.
• Ensures office policies and procedures are followed and implements systems for efficiency.
• Serves as point person for office environmental issues and ensures compliance with regulations.
• Coordinates with IT for hardware/software installation and troubleshooting.
• Monitors completion of Annual Career Conference for faculty.

Requirements

• Bachelor's degree preferred.
• Minimum of 5 to 7 years of directly related experience.
• Strong organizational skills and ability to prioritize effectively.
• Flexibility to handle multiple tasks and deadline pressures.
• Exceptional customer service skills and ability to foster a customer-oriented environment.
• Ability to handle sensitive and confidential matters discreetly.
• Excellent interpersonal and communication skills, including medical terminology.
• Exceptional computer skills, including word processing and office management systems.
• Knowledge of safety regulations and compliance with hospital policies.

Nice-to-haves

• Experience in a healthcare setting.
• Familiarity with hospital policies and procedures.
• Knowledge of the Chief's Department and its activities.

Benefits

• Health insurance coverage.
• Dental insurance coverage.
• 401k retirement savings plan.
• Paid holidays and vacation time.
• Tuition reimbursement for further education.