Executive Assistant, Biostatistics
Massachusetts General Hospital(MGH)

Job Info

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Under the supervision of the Biostatistics Director, the Executive Assistant will provide administrative support and oversight to ensure the efficient and effective day-to-day functioning of the Biostatistics Leadership Team and all duties of the Director. This individual will be the first point of contact for key information and issues being brought to the attention of the Director. Incumbent must have excellent written and oral communication skills, strong analytical and interpersonal skills, the ability to work independently and as a member of a team, and the flexibility to learn new tasks on a regular basis. Prior relevant experience required.

Principal Duties

• Exercises independent discretion to respond appropriately to inquiries and meeting requests for Director. Answers and screens emails. Determines action, referral, or delegation to other members of Leadership Team and staff as appropriate.
• Serves as a gatekeeper to ensure that the Director's time is protected. Serves as a liaison and a provides a direct line of communication to other Leadership Team members and faculty by obtaining and communicating the Director's feedback including those of a sensitive or confidential nature. Communicates regularly and at opportune times to keep the Director abreast of important issues.
• Coordinates all aspects of Executive Director's calendar including booking events, travel arrangements, and reminders. Resolves conflicts and prioritizes meetings by calling calendar issues to attention in advance of deadlines. Sends out timely notification of scheduled meetings and meetings materials. Works closely with other executive assistants to schedule meetings involving multiple, tightly scheduled executives.
• Makes complex travel and logistical arrangements for the Director, including creating travel itineraries, submits receipts, and tracks reimbursements only pertaining to travel where necessary.
• Assists in the preparation of grant application materials, progress reports, annual reports, and other special projects as it pertains to relevant formatting and other technicalities.
• Organizes documents received by the Director, including meeting materials, and items for their review, e.g., papers, correspondence, and invitations.
• Drafts and proofreads letters, emails, and documents. Sends out email and written correspondence on the Director's behalf and responds to routine requests for letters, forms, and other information. Creates, edits, summarizes, and formats documents as needed, e.g., agendas, minutes, spreadsheets, PowerPoint presentations, letters, and proposals. Coordinates meeting minutes, reports, manuscripts, and correspondence at the highest level of proficiency.
• Design and coordinate electronic filing systems and task lists. Creates and maintains shared electronic drives that include confidential materials and letters. Updates frequently used documents and reference materials, e.g. CV, biosketch, IRB forms and certifications.

• Provides backup administrative support coverage to other Leadership Team members as needed.
• Proactively anticipates information and materials the Director needs. Requests meeting agendas and briefings, tracks important deadlines, deliverables and meeting attendance, compiles information for spreadsheets and meeting materials.
• Effectively prioritizes conflicting needs and handles matters expeditiously; follows projects to completion.
• Schedules, plans, coordinates, and notifies attendees of meetings and appointments while using independent judgment in setting priorities and proposing alternatives to meetings.
• Promptly and appropriately replies to extremely urgent meeting and call requests.

Qualifications
Job Requirements:

• Bachelor's Degree and a minimum of 3-5 years of professional administrative experience, preferably within a large healthcare research department/institution.
• Proficiency in personal computer and desktop applications, in particular, a command of Microsoft Office (MS Word, Excel, PowerPoint, Outlook) and virtual meeting software (Zoom, Teams) is required.
• • Strong communication skills including proficiency in written and spoken English.

EEO Statement
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.

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