The Executive Staff Assistant, working under the general supervision of the Administrative Director, serves as the administrative assistant to the Chief of Cardiology, Associate Chief of Cardiology, and Senior Administrative Director, and ensures the efficient day-to-day functioning of the Cardiology Division administrative office.
This is a highly visible role in which the individual will be the first point of contact for key information and issues. The incumbent must have excellent written and oral communication skills, interpersonal skills, problem solving skills, and the ability to work independently.
Manage schedules and calendars of Senior Leadership, including the planning and timely notification of meetings and appointments
Maintain electronic schedules of Cardiology Division activities; manage correspondence and office communication systems for the Division
Meet regularly with the Chief, Associate Chief, and senior administrative leadership concerning daily assignments, policies, and procedures, assigned projects, and related problems
Function as liaison with senior staff and leadership throughout MGB
Greet people coming into the office
Assist with meeting agenda preparation and communication, room scheduling, and troubleshoot issues with location and IT support
Coordinate travel including flights, hotels, ground travel and itineraries
Process travel and other reimbursments
Assist in the preparation of presentations, including slides
Coordinate annual Career Counseling for faculty
Schedule, coordinate, and oversee events
Assist with drafting, formatting, and dissemination of formal correspondence.
Maintain the curriculum vitae as well as the Speakers Bio, NIH Biosketch, NIH Other Support and similar for senior leadership; provide as needed to collaborators, institutions hosting talks, etc.
Maintain up to date records and certificates on clinical and research credentials - e.g. clinical and research DEA, medical license, CME, etc. Prompt leadership when credentials need to be renewed and help in processing.
Create and maintain Chief's lab meeting calendar to synchronize with other activities such as travel and clinical responsibilities
Handle additional tasks or special projects as assigned
Minimum of 5 years of directly related experience required.
Bachelor's degree preferred.
Outstanding interpersonal and customer service skills.
Professionalism, timeliness, and responsibility.
Ability to function independently as well as with a team.
Ability to prioritize and organize large workload.
Strong organizational skills and attention to detail.
Ability to handle sensitive/confidential information.
Requires independent judgment and the ability to be proactive.
Exceptional command of spoken/written English language, including medical terminology.
Proficient with Microsoft Office applications.
Massachusetts General Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. Applications from protected veterans and individuals with disabilities are strongly encouraged.