Senior Executive Assistant, MGB Neurosurgery

Job Summary Reporting to the Neurosurgery Program Administrator, the Senior Executive Assistant will primarily support the Department of Neurosurgery’s Chairman to ensure efficient and effective operations within the Chairman’s office. The role also supports the Chairman’s work in the CTNS within the MGB Cancer Institute, manages Extended Worker onboarding and Visa management for the department, and handles day‑to‑day calendar management, travel, correspondence, and activities related to the Chairman’s office and patient care coordination. The position requires exceptional organizational, interpersonal, computer/data management skills, independent and critical judgment, and strong leadership and communication skills, with discretion in handling high‑level, confidential matters. Qualifications Education: Associate’s Degree in a related field of study required; Bachelor’s Degree preferred. Can accept experience in lieu of a degree? No. Experience: 5–7 years as an Administrative Assistant to an Executive or Chair/Chief or Senior Leader. Knowledge, Skills and Abilities: Strong technology and MS Office skills – Advanced Outlook, Word, Excel, PowerPoint. Proofreading and editing written documents. Handling complex phone calls and providing detailed information. Excellent communication skills (phone, verbal, written). Managing sensitive information with poise and professionalism. Strong organizational, coordination and judgment skills. Effective prioritization. Problem solving and troubleshooting. Situational analysis to determine best course of action within guidelines. Basic math and bookkeeping knowledge. Advanced understanding of medical terminology and billing/fiscal information. Demonstrated leadership skills in a team environment, including guidance, orientation, training, and assistance to other administrative staff. 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 proactive calendar management, strategic scheduling, prioritization of competing demands, coordination with faculty and leadership, and presentations. Responsible for managing all necessary Visas for full-time, part-time, research, and/or volunteer staff in accordance with GPS and under the general direction of the Neurosurgery Program Administrator; handles badge and 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 institutional requirements, including coordination of all initial and ongoing correspondence, managing the database for all incoming and outgoing EWs, handling documentation for registration and onboarding, and 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 jeopardize deadlines or scope of work. Supports operations for departmental leadership, including coordination of meetings and events within MGB and outside the hospital, keeps detailed records of meetings and minutes, shares progress and updates with key leaders, and manages key projects on behalf of the department. Maintains effective and harmonious working relationships with co‑workers, faculty, guest speakers, venues and vendors to promote a culture of wellness and excellence for the department. Other projects assigned by Chair, Executive Director, Manager, etc. (recruitment, promotions, other projects and events as assigned). Maintains sensitive and confidential information with the highest degree of professionalism, discretion, and integrity; frequently handles matters of strategic, financial, personnel, and reputational importance. Drafts, edits, and manages confidential correspondence, announcements, executive summaries, presentations, letters and reports related to clinical operations, academic programs, research initiatives, and strategic integration efforts. Manages travel arrangements, itineraries, and logistics for internal and external engagements, including conferences, academic meetings, and system leadership activities. Supports financial and administrative processes, including expense reconciliation, reimbursements, payroll coordination, and basic budget tracking for the Chair and designated leadership activities. Tracks priorities, deadlines, and deliverables for the Chief; follows up independently to ensure timely execution of action items across multiple workstreams. Coordinates and supports high‑level meetings, including division leadership meetings, integration councils, search and advisory committees, and external stakeholder engagements; prepares agendas, briefing materials, presentations, and follow‑up summaries. 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. #J-18808-Ljbffr