Senior Executive Assistant, MGB Neurosurgery

Site: The Brigham and Women's Hospital, Inc.

Mass 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.

Job Summary
Reporting to the Neurosurgery Program Administrator, the Senior Executive Assistant will primarily be responsible for supporting the Department of Neurosurgery's Chairman to ensure efficient and effective operations within the Chairman's office. Additionally this role will support the Chairman's role in the CTNS within the MGB Cancer Institute, as well as managing Extended Worker onboarding and Visa management for the department. This includes but is not limited to day-to-day calendar management for the chair and other executives as needed, travel, correspondence and support for activities as it relates to the Chairman's office, patient care coordination, etc. This position requires exceptional organizational, interpersonal and computer/data management skills, as well as independent and critical judgment to project and problem solve to ensure MGB compliance. The candidate should possess strong leadership and communication skills, and exercise discretion in managing high-level, confidential matters.

Qualifications

Education
Associate's Degree Related Field of Study required or Bachelor's Degree Related Field of Study preferred

Can this role accept experience in lieu of a degree?
No

Experience
experience as an Administrative Assistant to Executive or Chair/Chief or Senior Leader 5-7 years required

Knowledge, Skills and Abilities
- 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 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)

Essential Functions:

• Responsible for managing day to day administrative operations and supporting clinical, academic, research, and administrative priorities across the MGB on behalf of the Chair including but not limited to proactive calendar management, strategic scheduling, prioritization of competing system-wide demands, coordination with faculty and leadership, and presentations.
• Responsible for managing all necessary Visas for full-time, part-time, research, and/or volunteer staff. He/she will do so in accordance with Global Office for Professionals and Students (GPS), and under the general direction of the Neurosurgery Program Administrator. Handles all badge, security access for respective employees.
• Coordinates meetings that may include Hospital Executives and stakeholders from other institutions or departments.
• Assists with ordering office supplies, planning department events, etc.
• Manages all extended workers - students, volunteers, and observers in accordance with requirements set forth by the institution, including the coordination of all initial and ongoing correspondence, managing the database for all incoming and outgoing EWs, managing all necessary paperwork for registration and on-boarding, as well as ensuring Occupational Health and new staff orientation requirements are met prior to start date.
• Accountable for managing the resources and deliverables for assignments. Rapidly identifies, problem-solves and communicates to leadership any issues that are jeopardizing deadlines or scope of work.
• Supports operations for departmental leadership, including coordination of meetings and events within MGB and outside of the hospital, keeps detailed records of meetings and minutes as requested, shares progress and updates with key leaders accordingly. Manages key projects on behalf of the department.
• Maintain effective and harmonious working relationships with co-workers, faculty, guest speakers, venues and vendors to promote a culture of wellness and a culture of excellence for the department.
• Other projects assigned by Chair, Executive Director, Manager, etc. (recruitment, promotions, other projects and events as assigned).
• Maintain sensitive and confidential information with the highest degree of professionalism, discretion, and integrity; frequently handle matters of strategic, financial, personnel, and reputational importance.
• Draft, edit, and manage confidential correspondence, announcements, executive summaries, presentations, letters and reports related to clinical operations, academic programs, research initiatives, and strategic integration efforts.
• Manage travel arrangements, itineraries, and logistics for internal and external engagements, including conferences, academic meetings, and system leadership activities.
• Support financial and administrative processes, including expense reconciliation, reimbursements, payroll coordination, and basic budget tracking for the Chair and designated leadership activities.
• Track priorities, deadlines, and deliverables for the Chief; follow up independently to ensure timely execution of action items across multiple workstreams.
• Coordinate and support high-level meetings, including division leadership meetings, integration councils, search and advisory committees, and external stakeholder engagements; prepare agendas, briefing materials, presentations, and follow-up summaries.

Remote Type

Onsite

Work Location

10 Vining Street

Scheduled Weekly Hours

40

Employee Type

Regular

Work Shift

Day (United States of America)

Pay Range
$27.95 - $40.70/Hourly

Grade
6

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. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.

EEO Statement:

2200 The Brigham and Women's Hospital, Inc. 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 View phone number on click.appcast.io.

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. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.