Mass General Hospital Careers – Executive Staff Assistant

Job Description:

Reporting to the Manager, Administration and Special Events, the Executive Assistant will provide high level administrative support to ensure the efficient and effective day-to-day functioning of the Executive Office within a dynamic, fast-paced environment. The Executive Assistant will provide a wide range of administrative tasks for senior level staff that will include supporting all 3 calendars, scheduling meetings, expense reporting and serving as a key point of contact for the Institute and other constituents.The Executive Assistant will assist with internal/external events and individual projects assigned by the Manager, Administration and Special Events as well as the Directors/COO for efficient operation of the Executive office.He/she will work collaboratively with internal and external stakeholders while maintaining an upbeat and positive attitude that supports the mission of the Ragon Institute. This role will also work closely with senior faculty and group leaders to help drive our educational initiatives and strategy and ensure seamless implementation.

Job Responsibilities:

• Act as point of contact for all Audio Visual and Information Technology needs and requests on behalf of Director of IT.
• Tracking and monitoring of the Executive team task lists with timely notification of deadlines
• Assist leadership in driving the educational strategy of the Institute; facilitate and support all educational programs at the Ragon Institute (including courses, internships, Fellowships, etc.)
• Takes notes to ensure the Executive team is fully briefed and prepared in advance of any meeting
• Helps update both Directors CV’s and NIH Biosketches on a regular basis
• Serves as an administrative contact and liaison with other offices, individuals, and external institutions and agencies
• Assist with complex scheduling and calendar management of the Director, Associate Director and COO – including proactively managing day-to-day responsibilities, and meeting schedules
• Maintains a filing system for the Executive team’s files, paper and electronic, regarding correspondence, finances, associations and memberships, and other confidential and general documents
• Collaborate with Ragon faculty members and the partner institute (MIT or Harvard) to support all administrative and logistical needs to plan and execute the classes and student programs
• Assists with Executive office coverage, including answering multiple phone lines, greeting visitors, creating presentations, and setting up video conferencing
• Collects mail from mailroom and distributes within Executive team
• Assists in arranging domestic and international travel, hotels, and other travel logistical needs for the Executive team
• Oversees ordering and stocking of office supplies for executive team
• Provides confidential administrative support for the Sr. Executive Assistant and the Executive team, which consists of Director, Associate Director, and COO
• Assist the executive office team in ensuring the quality of program delivery and providing excellent customer service to students, faculty and Ragon partners
• Other duties assigned by Manager
• Provides backup support to the Executive team when Manager, Administration and Special Events is absent
• Provides back up coverage in the reception lobby
• Assist with the education budget; reviewing regularly with the COO and CSO; Manage the logistics for the.annual MIT course that is taught in South Africa that includes but not limited to: marketing/outreach, administrative paperwork on the MIT and Ragon side, produce and maintain budget, identify new funding sources and a way to make the course sustainable, create logistics and agenda, ensures everything runs smoothly while abroad
• Provide back up support for all Ragon sponsored events, including but not limited to vendor management, assistance with set up and break down and onsite, day-of event management
• Processes electronic reimbursements, invoices and vendor check requests as needed
• Work with leadership team to assess the needs of education program at Ragon to make recommendations for continued improvement; and develop the portfolio accordingly
• Identify new ways to improve efficiency on planning and space management of educational programs
• Assists with function arrangements such as ordering catering, providing AV equipment, and scheduling of conference rooms
• Assist with development of the Ragon Community Outreach program, to cultivate relationships with new and/or existing partners, collaborators, and affiliates, engaging the broader scientific community to foster collaborations and to promote our brand and identity
• Works with Manager, Administration and Special Events to execute successful internal and external events
• Reserves conference lines for calls and distributes information to meeting participants via email/Outlook invitation

Job Requirements:

Qualification & Experience:

• Works well in a team and independently
• Proven ability to work with multiple deadlines and multiple priorities required
• Strong project management skills, with the ability to work across a variety of projects with competing deadlines, diverse constituencies, and multiple priorities
• 5+ years experience in administrative support, preferably in an executive level
• Must have strong administrative, communication, problem solving and computer skills.
• This is a highly confidential position and it is necessary to interact with all members of the executive office staff
• Ability to anticipate any problems or issues that may arise, internal or external
• Ability to conduct/assist appropriately in difficult situations
• Excellent communications skills
• Some evening and weekend work related to special events and meeting may be required
• Executive-level interpersonal skills needed to interact with all levels of management including: senior level MGH, MIT and Harvard administrators, other funding agency executive staff, external executives ranging from hospital-based to corporate-based, and other media staff
• Strong working knowledge and comfort with various technology, including PC’s and MACs, audio/visual equipment and mobile communication devices.
• Must be adept at working in a fast-pace environment, demanding strong organizational skills and ability to efficiently and reliably prioritize tasks
• High school diploma required, BA/BS or equivalent preferred
• Must be highly motivated and able to proactively initiate projects with the Senior Executive Assistant’s guidance
• A cover letter, resume and references required

Job Details:

Company: Massachusetts General Hospital

Vacancy Type:  Full Time

Job Location: Cambridge, MA, US

Application Deadline: N/A

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