Executive Assistant to Department Chair

Administrative Assistant

This is a Monday through Friday day position. Hybrid Role (4 days on site at the Spaulding Charlestown location)
This position will report to Chief of Staff of Spaulding Rehabilitation and will support the MGB Department Chair of Physical Medicine and Rehabilitation.

The Department of Physical Medicine and Rehabilitation at Spaulding Rehabilitation, Mass General Brigham, and Harvard Medical School is a nationally recognized leader in rehabilitation medicine, bringing together more than 100 full-time faculty across a dynamic academic, clinical, and research enterprise. Our faculty provide comprehensive rehabilitation care across inpatient, outpatient, and consultative settings, train the next generation of physicians and rehabilitation professionals, and lead innovative research focused on recovery, function, and quality of life.

This integrated mission creates an exceptional environment for candidates who are committed to advancing patient care, education, discovery, and leadership in the field of Physical Medicine and Rehabilitation.

Summary:

Specializes in providing administrative and secretarial support to executives or chairs (e.g., heads of divisions, departments, or administrative units). Responsibilities may include coordination and scheduling, correspondence and presentation preparation, and travel arrangements. Requires highly proficient/advanced administrative skills.

Essential Functions:

• Perform secretarial and administrative duties for an executive or chief.
• Manage schedule, arrange appointments, travel, meetings including coordinating documents, refreshments and resources, and conference calls.
• Prepares correspondence, meeting minutes or executive summaries.
• Maintains files and office supplies, budget records, reconciles and verifies expenses, and completes reimbursements.
• Work requires some analysis and use of initiative and independent judgment.
• Remain knowledgeable of corporate policy.
• Often called upon to interpret and communicate executive or board's intent to other employees.
• Perform payroll functions for executive team.
• Assists other administrative/executive assistants, and may assist with orientation and training of staff.
• May make contacts of a sensitive, complex, and confidential nature.
• Completes routine tasks under minimal supervision.

Qualifications:

Education:

High School Diploma or Equivalent required and Associate's Degree Related Field of Study preferred.

Experience:

Experience as an Administrative Assistant to Executive or Chair or Senior Leader 3-5 years required.

Knowledge, Skills and Abilities:

• Requires highly proficient/advanced administrative skills and office applications skills.
• 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.

Physical Requirements:

• Standing Occasionally (3-33%)
• Walking Occasionally (3-33%)
• Sitting Constantly (67-100%)
• Lifting Occasionally (3-33%) 20lbs - 35lbs
• Carrying Occasionally (3-33%) 20lbs - 35lbs
• Pushing Rarely (Less than 2%)
• Pulling Rarely (Less than 2%)
• Climbing Rarely (Less than 2%)
• Balancing Occasionally (3-33%)
• Stooping Occasionally (3-33%)
• Kneeling Rarely (Less than 2%)
• Crouching Rarely (Less than 2%)
• Crawling Rarely (Less than 2%)
• Reaching Occasionally (3-33%)
• Gross Manipulation (Handling) Constantly (67-100%)
• Fine Manipulation (Fingering) Frequently (34-66%)
• Feeling Constantly (67-100%)
• Vision
  - Far Constantly (67-100%)
• Vision
  - Near Constantly (67-100%)
• Talking Constantly (67-100%)
• Hearing Constantly (67-100%)

Remote Type:
Hybrid

Work Location:

300 First Avenue

Scheduled Weekly

Hours:

40

Employee Type:
Regular

Work Shift:

Day (United States of America)

Pay Range: $23.34 - $33.37/Hourly

Grade: 5

At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications;

however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer…