Executive Assistant

Executive Assistant for Department of Obstetrics & Gynecology

The Department of Obstetrics & Gynecology and the Vincent Center for Reproductive Biology (VCRB) at Massachusetts General Hospital is seeking a highly organized and proactive Executive Assistant to support senior research leadership, faculty, and administrative staff. Research within the department includes both basic and clinical science focused on infertility, reproductive aging, and gynecologic cancers.

This role serves as a key administrative partner to the Vice Chair of Research, VCRB Director, faculty, and staff, providing high-level support in a fast-paced academic research environment. The Executive Assistant will work independently while coordinating a broad range of administrative, operational, and research-related activities that contribute to the success of a nationally recognized research program.

Key Responsibilities

• Manage complex calendars, schedules, meetings, and appointments for research leadership and faculty.
• Coordinate travel arrangements, conference registrations, and expense reimbursements.
• Prepare presentations, reports, correspondence, meeting materials, and faculty documentation, including CVs and biographical sketches.
• Serve as a liaison between the Vincent Center for Reproductive Biology, the Ob/Gyn Department, and other hospital departments.
• Coordinate departmental meetings, seminars, guest speaker visits, and research events, including logistical planning, room reservations, catering, and communications.
• Maintain departmental communications, websites, restricted-access lists, and administrative records.
• Support office operations, including supply ordering, equipment management, vendor coordination, and facilities requests.
• Assist with recruitment, onboarding, offboarding, interview scheduling, and other human resources activities for research staff.
• Support research administration efforts by maintaining faculty bibliographies, assisting with literature searches, and helping prepare materials for grant submissions, presentations, and scientific meetings.
• Troubleshoot day-to-day administrative issues and identify opportunities to improve organizational processes and operational efficiency.

Qualifications

Education:

• High School Diploma or equivalent required.
• Associate's degree in a related field preferred.

Experience:

• 35 years of experience providing administrative support to executive-level leaders, department chairs, physicians, researchers, or senior leadership required.

Knowledge, Skills and Abilities:

• Requires highly proficient/advanced administrative skills and office applications skills.
• 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):

Remote Type: Onsite

Work Location: 60 Blossom Street

Scheduled Weekly Hours: 40

Employee Type: Regular

Work Shift: Day (United States of America)

Pay Range: $23.34 - $33.37/Hourly

Grade: 5

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.

EEO Statement:

1200 The General Hospital Corporation 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.