Executive Assistant

Executive Assistant

The Executive Assistant serves as an integral member of the Cardiac Arrhythmia Service administrative/clinical team at Mass General Brigham. Under the direction of the Director of Cardiac Electrophysiology, s/he will serve in supporting the Division's financial, quality and safety, and clinical operations and will provide comprehensive administrative and project management support to dynamic and growing Ambulatory. This position is responsible for providing high-level administrative support to the service of MGB Cardiac Electrophysiology team at MGB. This role involves managing schedules, coordinating meetings, handling correspondence, and performing various clerical duties. The position is critical in ensuring efficient office operations.

Mass General Brigham relies on a wide range of professionals, including doctors, nurses, administrators, information technology 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.

Qualifications

Education: Bachelor's Degree is required

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

Essential Functions

- Working with the Director and administrator for MGB Cardiac Grand Rounds, help plan speaker visits, itinerary, agenda, etc for when the EP group hosts a grand rounds speaker.

- Assist in the planning and execution of special projects and events, including faculty recruiting. Draft and distribute memos, announcements, and other communications as directed. Assisting with livestreaming of cases during national conferences, etc.

- Monitor project timelines and ensure deadlines are met, prepare, review, and edit reports, presentations, and other documents, organize and maintain office files, both electronic and physical. Ensure office equipment is properly maintained and serviced.

- Handle incoming and outgoing correspondence, including emails, letters, and phone calls. Oversee office supplies inventory, ordering, and distribution.

- Schedule, coordinate, and facilitate internal and external meetings, including preparing agendas, taking minutes, and following up on action items. This also includes preparations for meetings such as room booking, A/V equipment for presentations, and catering.

- Coordinate Director's schedule consisting of administration, clinical responsibilities, and travel. This also includes arranging the logistics of work-related travel and providing reimbursement / Workday support.

- Orders special equipment, office supplies, customized materials, computer/software, and accessories on an ad hoc basis.

- Troubleshoot routine/non-routine problems and take measures to correct/handle issues.

- All other duties as assigned

Experience as an Administrative Assistant to Executive or Chair or Senior Leader 3-5 years 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)

Physical Requirements:

• Standing Occasionally (3-33%)
• Walking Occasionally (3-33%)
• Sitting Constantly (67-100%)
• Lifting Occasionally (3-33%) 20lbs - 35lbs
• Carrying Occasionally (3-33%) 20lbs - 35lbs
• Pushing Rarely (Less than 2%)
• Pulling Rarely (Less than 2%)
• Climbing Rarely (Less than 2%)
• Balancing Occasionally (3-33%)
• Stooping Occasionally (3-33%)
• Kneeling Rarely (Less than 2%)
• Crouching Rarely (Less than 2%)
• Crawling Rarely (Less than 2%)
• Reaching Occasionally (3-33%)
• Gross Manipulation (Handling) Constantly (67-100%)
• Fine Manipulation (Fingering) Frequently (34-66%)
• Feeling Constantly (67-100%)
• Foot Use Rarely (Less than 2%)
• Vision - Far Constantly (67-100%)
• Vision - Near Constantly (67-100%)
• Talking Constantly (67-100%)
• Hearing Constantly (67-100%)

Remote Type

Hybrid

Work Location

90 Blossom Street

Scheduled Weekly Hours

40

Employee Type

Regular

Work Shift

Day (United States of America)

Pay Range

$22.88 - $32.72/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. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.

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 (857)-282-7642.

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.