At Mass General Brigham Home Care, we place great value on being a diverse and inclusive community. Mass General Brigham Home Care is dedicated to diversity, equity and inclusion as we aim to reflect the diversity of the patients in our local community. We have a dedicated focus on equity. Thus, we believe in equal access to quality care, employment and advancement opportunities encompassing the full spectrum of human diversity: race, gender, sexual orientation, religion, ethnicity, national origin and all the other forms of human presence and expression that make us better able to provide innovative and cutting-edge healthcare and research.
Perform administrative support for the MGB Home Care Executives and Board as assigned. Plan, coordinate and attend special events and off-site meetings. Coordinate and schedule a variety of internal meetings, manage executive calendars, arrange travel plans, prepare and/or edit presentations, reports and other correspondence, set up filing systems, and other administrative functions as required. Handle and be exposed to highly sensitive and confidential data.
Key Responsibilities
- Support MGB Home Care Executives and Board members by scheduling and maintaining calendars, preparing and editing presentations and providing needed administrative support
- Plan, coordinate and attend special events and off-site meetings, independently making decisions throughout the event planning process.
- Coordinate and implement administrative projects within the PCC environment, collaborating with internal stakeholders and external vendors.
- Administer and track project plans ensuring timely follow-up by all participants.
- Oversee utilization of new technology process (e.g. web-cam, skype, GoToMyPC, etc.) for administrative staff.
- Coordinate and schedule a variety of meetings, ensuring appropriate equipment, supplies and other needs, such as minute taking are met
- Set up and maintain filing systems to ensure accurate and comprehensive records
- Communicate and interact with high level executives within the MGB structure are diplomatic, tactful and cooperative while handling sensitive data and maintaining confidential information
- Develop a management system for tracking a wide variety of contracts to assure renewal or termination occurs with no additional charges/costs being incurred due to lapses in coverage, etc.
- Executive reports are prepared to meet the highest standards for review and utilization by MGB executives.
- Reports, correspondence and presentations are prepared and distributed professionally, accurately and timely
- External meetings are coordinated, including such activities as determining venue, location, audio/visual and catering needs, developing and communicating invitations, agendas and RSVP's, preparing meeting materials to ensure a smooth and productive event. Events are planned independently and with minimal, if any, supervision.
- Attends board meetings and takes minutes
- Utilization of new technology for administrative staff is identified, selected and implemented to best serve the needs of the end users and the organization.
- Administrative project plans are developed, supported and oversight occurs to ensure timely follow-up by all participants.
- Executives' calendars are maintained by scheduling internal and external appointments. Conflicts and problems are resolved tactfully and with sensitivity to established priorities.
- Travel plans are arranged timely and according to requests
- Filing systems are developed and maintained efficiently.
- Routine office activities including but not limited to filing, faxing and copying are performed accurately and timely.
- Organizational charts are prepared and maintained accurately.
- Distribution lists are updated timely and accurately.
- Meetings and projects are supported including taking, typing and distributing minutes. Meeting documentation is prepared accurately and timely. Equipment, supplies and other meeting materials are prepared and ready in advance.
- Vendor communications and activities are coordinated and monitored effectively and professionally. Vendor tracking system is organized efficiently.
- Back up support for other Administrative Assistants is provided as indicated by work volume and/or as requested.
- Bank deposits are prepared and delivered securely and timely.
- Management system for tracking a wide variety of contracts is developed and expiration dates are monitored to assure renewal or termination occurs with no additional charges/costs being incurred due to lapses in coverage, etc.
- Attends board meetings and takes minutes
- Office supplies and equipment is ordered as needed. Expense reports with appropriate supporting documentation are prepared. Invoices, credit card statements are reconciled to ensure accuracy.
- Telephone calls are triaged, messages received and transmitted accurately and timely.
EDUCATION AND EXPERIENCE QUALIFICATIONS
- Associates degree or equivalent administrative experience required
- Five or more year's experience as an administrative assistant supporting executives
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%) Foot Use Rarely (Less than 2%) Vision - Far Constantly (67-100%) Vision - Near Constantly (67-100%) Talking Constantly (67-100%) Hearing Constantly (67-100%)
The General Hospital Corporation 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.
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Massachusetts General Hospital
May 09, 2025