Executive Assistant to Neuroscience Institute Executive Director

Mass General Brigham (Enterprise Services)
United States, Massachusetts, Boston
15 Parkman Street (Show on map)
Mar 04, 2025
GENERAL SUMMARY/OVERVIEW STATEMENT: The Executive Administrative Assistant (EAA) manages the affairs of the office of the Executive Director of the MGB Neuroscience Institute. This person will direct and provide a wide variety of high-level and confidential administrative and operational functions and department projects. The affairs of the Executive Director can span multiple organizations, such as Mass General Brigham (MGB), Harvard Medical School (HMS), various research organizations (e.g., the NIH), various biomedical industry organizations, assorted academic journal publications, and the EAA must always exercise a high degree of professionalism, sophistication, independent thinking with minimal supervision, flexibility, and creativity. The Executive Administrative Assistant serves as the public/business face of the Executive Director and interacts on their behalf with the highest levels of executive leadership at MGB, MGH, BWH, HMS, and more, on highly sensitive matters and must maintain a very high level of confidentiality and discretion through all communications. In addition, the Executive Administrative Assistant will manage independent projects that enhance the functioning and development of the MGB Neuroscience Institute. PRINCIPAL DUTIES AND RESPONSIBILITIES: Independently manage the office of the Executive Director and provide direct administrative services to the Executive Director and senior administrative leadership as necessary. The Executive Director's responsibilities include membership of various Neuroscience committees, and other responsibilities as assigned by the President of MGB. The Executive Director's responsibilities may also extend to HMS to include directing and participating in various departmental reviews and search committees, as well as participating in ad-hoc task forces as assigned by the President of MGB or the Dean of HMS. The EAAs' contacts include a wide variety of members of MGH, BWH, MGB, or HMS leadership, as well as faculty and staff throughout those institutions. Responsible for managing complex calendars; prioritizing internal and external engagements; actively prioritizing scheduling decisions on behalf of the Executive Director; responsibility for initiation and coordination of arrangements for travel and accommodations, as needed, both within the country and abroad; preparation of travel advance requests and travel expense reports as necessary. Independently manages arrangements for meeting sites and all meeting-related details with minimal direct supervision. May handle various arrangements related to the Executive Director's distinguished guests, to include assisting with travel and housing plans and scheduling appointments and meetings. Coordinates, sets-up, and runs hybrid and fully virtual meetings using Microsoft Teams and Zoom platforms. Troubleshoots technology and works with MGB Collaborative Media to problem solve as needed. With guidance from the Executive Director and Chief Administrator, the EAA will be responsible for preparing and disseminating agendas for designated MGB Neuroscience Institute meetings. Responsible for taking minutes at designated meetings, reviewing them with the Executive Director, and disseminating them to meeting participants. Responsible for the management and oversight of communication for the Executive Director's Office. Writes, edits, and distributes correspondence on behalf of the Executive Director. Exercises judgment in responding to a high volume of inquiries, and as appropriate, generates responses, forwards information and resolves issues. Receives and handles complaints, including providing an initial response. Handles complaints efficiently with diplomacy and complete confidentiality. Provides backup support for SVP or Administrative Directors as needed. Manages and organizes large events, including annual employee recognition day (Ether Day), holiday party, retirements and others as they arise. Plan and manage wide variety of special projects relevant to the office of the Executive Director (e.g., programmatic/administrative process changes, space/IT renovations, office moves, Institute events/functions, etc.). Develop and monitor all project expenses to ensure budget restrictions are maintained. Provide the Executive Director with administrative support through development, monitoring and control of Institute processes including the preparation of American Neurological Association, Institute of Medicine, and American Academy of Neurology nominations as necessary for submission; preparation of high-level presentations, including slides and talking points; and inform the Executive Director of relevant department projects and needs. Serve as liaison for Executive Director in correspondence with present and potential donors to the Institute. Facilitate research and grant proposal submissions. Communicate with Neurology Department, Neurosurgery Department, and research administration groups to ensure accurate submission for Executive Director review. Evaluate proposals for completeness, make revisions to final proposal and track status of pending submissions for Executive Director. Facilitate confidential Institute senior faculty searches. Manage direct communication with candidates and search committee members and oversee course of search process. Ensure adherence to HMS and MGB requirements throughout interview process, with attention to confidentiality, payment/reimbursement, offer process, and announcement. Contribute to the preparation of the Institute's annual goals. Develop and maintain effective methods of communicating within the Institute, with the Department of Neurology, and with the Department of Neurosurgery administrative leadership, trainees, and service staff on a regular basis. Follow-up with faculty on their completion of various required tasks, projects and compliance initiatives (e.g., MGB Conflict of Interest filing); Identify and bring potential matters of non-compliance to the attention of the Executive Director or Chief Administrator. Type from rough draft and dictation correspondence, manuscripts, book chapters, talks, slides, tables, forms and questionnaires, minutes of meetings, schedules, flyers and journal reviews. May provide functional guidance and supervision to other administrative staff; trains and orients new staff as appropriate. Participate in MGB Neuroscience Institute's Office Management Team. May be assigned tasks including supply ordering, visitor greeting, and contributing to set up/take down of large department meetings and events. *Perform all other duties and responsibilities as assigned. MINIMUM JOB QUALIFICATIONS: Bachelor's degree preferred. Minimum of 5 - 8 years of relevant experience working directly with a high-level executive. Some fiscal responsibility specific to project budget targets; Responsible for managing expenses related to large meetings, events or symposia as well as other specific projects as assigned by the Executive Director. Role is hybrid, with planned 3-4 days/week onsite. Candidates may elect to be onsite more if preferred. Busy office environment with high volume of meetings, phone calls, correspondence, and other projects to manage in a given day. WORKING CONDITIONS: Attends meetings at BWH, MGH, all affiliate network sites as needed, and occasionally Assembly Row. SYSTEM AND FISCAL RESPONSIBILITIES: Works within legal, regulatory, compliance, accreditation, and ethical practice standards relevant to the position and as established by MGB Complies with appropriate MGB policies and procedure Brings potential matters of non-compliance to the attention of the supervisor or other appropriate staff PERFORMANCE EVALUATION: The Executive Administrative Assistant will be evaluated by the Executive Director and Chief Administrator on an annual basis with direct feedback from internal and/or external constituents. Responsibilities are subject to evaluation and may change to meet the dynamic needs of the MGB Neuroscience Institute. Completion of annual goals as established by the Executive Director and Chief Administrator is required. Mass General Brigham Incorporated 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.