Mass General Brigham Looking for Executive Administrative Asst at Newton, MA  Full Time

Mass General Brigham Home Care, an affiliate of Mass General Brigham, is committed to supporting patient care, research, teaching, and service to the community. We place great value on being a diverse, equitable and inclusive organization as we aim to reflect the diversity of the patients we serve. At Mass General Brigham, we believe in equal access to quality care, employment and advancement opportunities encompassing the full spectrum of human diversity: race, gender identity, sexual orientation, ability, religion, ethnicity, national origin and all the other forms of human presence and expression that make us better able to provide innovative and cutting-edge healthcare and research.

Description

Mass General Brigham Home Care serves patients from rehabilitation after illness or injury, to chronic disease management. We are dedicated to providing the highest quality specialized care designed to meet the patients’ unique needs with the goal of optimizing independence and quality of life. Our clinicians are highly skilled and able to function both independently and as part of an interdisciplinary team.

We value the uniqueness of our employees who are a reflection of the communities and patients that we serve. Our attractive and comprehensive benefits package is designed to meet the needs of our employees.

This is a hybrid role.

Perform administrative support for Mass General Brigham Home Care Executives and Board as assigned. Plan, coordinate and attend special events and off-site meetings. Coordinate and schedule a variety of internal meetings, manage executive calendars, arrange travel plans, prepare and/or edit presentations, reports and other correspondence, set up filing systems, and other administrative functions as required. Handle and be exposed to highly sensitive and confidential data.

Key Responsibilities

• Support Mass General Brigham COO and Executives by scheduling and maintaining calendars, preparing and editing presentations and providing needed administrative support
• Manages and attends the Mass General Brigham Home Care Board meetings. Responsible for setting meeting schedules, coordinating receipt of meeting materials, posting materials, taking minutes, and other administrative support as needed.
• Coordinate and implement administrative projects, collaborating with internal stakeholders and external vendors. Administrative project plans are developed, supported and oversight occurs to ensure timely follow-up by all participants.
• Acts as a role model for other Administrative staff and assists in onboarding and training these staff as requested.
• Coordinate and schedule a variety of meetings, ensuring appropriate equipment, supplies and other needs, such as minute taking are met
• Set up and maintain filing systems to ensure accurate and comprehensive records
• Communications and interactions with high level executives within MGB are diplomatic, tactful and cooperative while handling sensitive data and maintaining confidential information
• Develop and maintain a management system for tracking a wide variety of contracts, legal documents, subscriptions, etc. to assure renewal or termination occurs with no additional charges/costs being incurred due to lapses in coverage, etc.
• Executive reports are prepared to meet the highest standards for review and utilization by MGB Home Care executives and others.
• Reports, correspondence and presentations are prepared and distributed professionally, accurately and timely
• External meetings are coordinated, including such activities as determining venue, location, audio/visual and catering needs, developing and communicating invitations, agendas and RSVP’s, preparing meeting materials to ensure a smooth and productive event. Events are planned independently and with minimal, supervision.
• Utilization of new technology for all administrative staff is maximized to best serve the needs of the end users and the organization.
• Executives’ calendars are maintained by scheduling internal and external appointments. Conflicts and problems are resolved tactfully and with sensitivity to established priorities.
• Travel plans are arranged timely and according to requests
• Routine office activities including but not limited to filing, faxing and copying are performed accurately and timely.
• Organizational charts are prepared and maintained accurately.
• Distribution lists are updated timely and accurately.
• Meetings and projects are supported including taking, typing and distributing minutes. Meeting documentation is prepared accurately and timely. Equipment, supplies and other meeting materials are prepared and ready in advance.
• Vendor communications and activities are coordinated and monitored effectively and professionally. Vendor tracking system is organized efficiently.
• Back up support for other Administrative Assistants is provided as indicated by work volume and/or as requested.
• Bank deposits are prepared and delivered securely and timely.
• Office supplies and equipment are ordered as needed.
• Expense reports with appropriate supporting documentation are prepared and submitted for payment. Invoices, credit card statements are reconciled to ensure accuracy.
• Telephone calls are triaged, messages received and transmitted accurately and timely.

  Education/Degree Requirements

• Associates degree or equivalent administrative experience required
• Five or more years experience as an administrative assistant supporting executives

Experience

• Strong verbal, written and electronic communication skills
• Excellent organizational skills and ability to set priorities and meet deadlines
• Advanced computer skills, specifically Microsoft Office including Outlook, Word, Excel and PowerPoint,
• Working knowledge of Access and Tableau software highly desirable. Ability to learn other software and new technology.
• Excellent customer service skills with ability to work with a variety of personalities.
• Demonstrated ability to coordinate and implement a variety of special events and administrative projects.
• Ability to multitask and work with frequent interruptions, while maintaining productivity and focus
• Detail focused, able to handle large volumes of data and ability to check work for accuracy before submitting
• Ability to work as a member of a team; willing to share knowledge, assist with projects
• Ability to write letters and e-mails that are grammatically correct, easily understood and with accurate content
• Ability to maintain confidentiality and work with sensitive information
• Ability to work independently with a minimum of supervision.
• Ability to maintain a professional appearance

EEO Statement

Mass General Brigham Home Care is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. 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.