Senior Executive Assistant, MGB Neurosurgery

Education
Associate's Degree Related Field of Study required or Bachelor's Degree Related Field of Study preferred

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

Experience
experience as an Administrative Assistant to Executive or Chair/Chief or Senior Leader 5-7 years required

Knowledge, Skills and Abilities
- Strong technology and MS Office skills - Advanced Outlook, Word, Excel, PowerPoint.
- 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.

Essential Functions:

• Responsible for managing day to day administrative operations and supporting clinical, academic, research, and administrative priorities across the MGB on behalf of the Chair including but not limited to proactive calendar management, strategic scheduling, prioritization of competing system-wide demands, coordination with faculty and leadership, and presentations.
• Responsible for managing all necessary Visas for full-time, part-time, research, and/or volunteer staff. He/she will do so in accordance with Global Officefor Professionals and Students (GPS), and under the general direction of the Neurosurgery Program Administrator. Handles all badge, security access for respective employees.
• Coordinates meetings that may include Hospital Executives and stakeholders from other institutions or departments.
• Assists with ordering office supplies, planning department events, etc.
• Manages all extended workers - students, volunteers, and observers in accordance with requirements set forth by the institution, including the coordination of all initial and ongoing correspondence, managing the database for all incoming and outgoing EWs, managing all necessary paperwork for registration and on-boarding, as well as ensuring Occupational Health and new staff orientation requirements are met prior to start date.
• Accountable for managing the resources and deliverables for assignments. Rapidly identifies, problem-solves and communicates to leadership any issues that are jeopardizing deadlines or scope of work.
• Supports operations for departmental leadership, including coordination of meetings and events within MGB and outside of the hospital, keeps detailed records of meetings and minutes as requested, shares progress and updates with key leaders accordingly. Manages key projects on behalf of the department.
• Maintain effective and harmonious working relationships with co-workers, faculty, guest speakers, venues and vendors to promote a culture of wellness and a culture of excellence for the department.
• Other projects assigned by Chair, Executive Director, Manager, etc. (recruitment, promotions, other projects and events as assigned).
• Maintain sensitive and confidential information with the highest degree of professionalism, discretion, and integrity; frequently handle matters of strategic, financial, personnel, and reputational importance.
• Draft, edit, and manage confidential correspondence, announcements, executive summaries, presentations, letters and reports related to clinical operations, academic programs, research initiatives, and strategic integration efforts.
• Manage travel arrangements, itineraries, and logistics for internal and external engagements, including conferences, academic meetings, and system leadership activities.
• Support financial and administrative processes, including expense reconciliation, reimbursements, payroll coordination, and basic budget tracking for the Chair and designated leadership activities.
• Track priorities, deadlines, and deliverables for the Chief; follow up independently to ensure timely execution of action items across multiple workstreams.
• Coordinate and support high-level meetings, including division leadership meetings, integration councils, search and advisory committees, and external stakeholder engagements; prepare agendas, briefing materials, presentations, and follow-up summaries.