This position, under the supervision of the Office Manager, provides daily administrative and clerical support to the Chief Operating Officer (COO) and Sr. Administrative Director (Sr.AD). Requires discretion and judgment to organize priorities, complete tasks, and handle confidential and sensitive information. He/she will be responsible for: daily and long-term calendar management and coordination of meetings/conference calls; the preparation of all correspondence and relevant collateral; coordinating travel arrangements; managing relationships with key internal/external program supporters and network colleagues, including overseeing visits by these parties; and will serve as a key member of the Administrative Operations team performing/coordinating special projects as assigned.
At Home Base, you are seen, heard, and treated with dignity and respect. We are committed to embodying values of anti-racism, diversity, equity, and inclusion. We recognize and work collaboratively to address disparities. We strive to foster an inclusive team environment in which each person has an experience of being valued and respected regardless of their intersecting identities.
Home Base is part of Massachusetts General Hospital, an Equal Opportunity Employer. By embracing diverse individuals, skills, perspectives, and ideas, we choose to lead. Applications from protected Veterans and individuals with disabilities are strongly encouraged.PRINCIPAL DUTIES AND RESPONSIBILITIES:
The Home Base Staff Assistant will directly report to the Office Manager. This position will be responsible for the following:
• Provides daily calendar and long-term schedule management for the Chief Operating Officer (COO) and Sr. Administrative Director (Sr. AD) including planning and sending timely notifications of scheduled meetings; re-schedules any canceled appointments in a timely manner; using independent judgment sets priorities and proposes alternatives to scheduling conflicts; resolves scheduling conflicts calling calendar issues to the COO & Sr.AD’s attention in advance of deadline.
• Schedules complex meetings involving multiple individuals and organizations both within, and outside, the MGB System. Follows up with parties after visits to coordinate any subsequent visit(s)/correspondence and manages ongoing relationships.
• In coordinating meetings: sources agenda items, prepares and disseminates agendas; attends meetings to scribe minutes (as requested); schedules conference rooms appropriate to meeting size, function and anticipated attendees; orders refreshments (as needed); ensures audiovisual capabilities needed to support meeting are present and functional; ensures all meeting attendees receive timely and detailed information including directions to Home Base’s National Center of Excellence and/or appropriate dial-in information (as needed).
• Meets regularly with Chief Operating Officer and Sr. Administrative Director: Prioritizes work for the day and the week; Ensures that the COO & Sr.AD is informed regarding schedule of appointments, project progress, etc. Provide COO & Sr.AD with highlights of future week’s schedule.
• Places and accepts calls in a timely and polite manner on behalf of the COO & Sr.AD as requested; Takes accurate messages and delivers them; Maintains list of calls to be placed/returned and initiates these calls as appropriate.
• In a dynamic, fast-paced, and open work setting model, serves as the liaison and frontline point of contact for triaging and expediting priority matters, ad-hoc requests, or inquiries fielded from additional Home Base staff members directed to the COO & Sr.AD, ensuring preservation of their calendars and providing appropriate boundaries supporting their ability to complete necessary tasks.
• Contacts VIP constituents and occasionally interacts with sensitive, complex, and confidential administrative information, requiring exceptional judgment and discretion.
• Makes travel arrangements for supported personnel including transportation (air/ground), hotel, and rental arrangements; demonstrates flexibility in adjusting arrangements as needed.
• Collects and organizes corresponding documents, receipts, and any other travel related paperwork in support of the timely submission of business related and personal expense reimbursements for supported personnel. Maintains non-complex office files and record keeping procedures, in support of expense reimbursement and programmatic policies.
• Assist with preparation of PowerPoint (or related software) presentations and performs general word processing duties to include letters, memos, emails, and other types of correspondence.
• Performs document photocopying, scanning, faxing, filing as required.
• Collaborates with Development and Communications to aid with donor thank you letters, meetings/travel, Board of Overseers, holiday cards, etc.
• In person, by phone, and through written correspondence, uses discretion, sound judgment, relationship building skills and overall standards of excellence in communicating with program and hospital leadership, physicians, and others internal and external to the hospital.
• Performs other duties and special projects as requested.
SKILLS/ABILITIES/COMPETENCIES REQUIRED:
• Excellent interpersonal/communications skills to enable effective interactions with external parties and internal personnel at all levels of the organization to appropriately represent the Chief Operating Officer and Sr. Administrative Director in a positive manner.
• Exceptional organizational skills and the flexibility to handle multiple tasks, set priorities, and respond to requests from assorted constituencies.
• Excellent time management skills and an ability to function effectively within a constantly changing environment to develop timelines and meet deadlines.
• Strong writing skills, including spelling, proofreading, and writing effectively for multiple audiences.
• Proficient in Microsoft Office applications, Word, PowerPoint, Excel and other Microsoft Office programs.
• Demonstrated ability to work independently and take initiative, with limited supervision, to resolve issues, but also to accept direction and seek guidance appropriately.
• Sound judgement and ability to maintain boundaries and confidentiality with sensitive program or strategic information.
EDUCATION:
• High school diploma or equivalent required, Associate’s or Bachelor’s degree preferred
EXPERIENCE:
• 3-5 years of administrative/secretarial experience.
WORKING CONDITIONS:
• Shared spaces; Open work setting model. Hybrid remote schedule
Overview The Physician Assistant assists, monitors, and manages the day-to-day needs of patients as requested by, in conjunction with, and...
Apply For This JobUS Citizenship and Residency Completion Required to Apply Supervisory Advance Practice Nurse (Nurse Practitioner/Occupational Health) – GS-0610-12 – Branch Health...
Apply For This JobMedical Assistant 40 hours 4-10 hr Days 8am-6:30 pm Position serving MGH service area In order to meet the timely...
Apply For This JobBe challenged to deliver innovative solutions that will change health care. Mayo Clinic’s tech culture is rooted in passion for...
Apply For This JobKeep your colleagues healthy! PA with Occupational Medicine Phoenix (Per Diem) Banner Occupational Health and Wellness, a dedicated full-service...
Apply For This JobOverview Our team members are the heart of what makes us better. At Hackensack Meridian Health we help our patients...
Apply For This Job