Executive Staff Assistant
Brigham & Women's Hospital(BWH)

Boston, Massachusetts

Posted in Health and Safety

Job Info


The Brigham and Women's Hospital Department of Medicine (DOM) is a Harvard Medical School (HMS)-affiliated academic department comprised of >1,400 faculty, 22 divisions, ~$400 million in annual professional clinical gross revenue, >350 residents and fellows, and ~$450 million in annual research expenditures. The DOM is the largest academic department at BWH and among the largest in the country.

Under the direction of the chair of the Department of Medicine, the executive assistant manages the affairs of the Office of the Chair by providing a wide variety of executive level and coordinative administrative support. Responsibilities include but are not limited to: serving as a liaison with division chiefs and departmental/hospital executives; coordinating complex travel arrangements; drafting, reviewing, and responding to correspondence; producing confidential documents; and maintaining complex calendars. The affairs of the chair of the Department of Medicine span multiple organizations beyond Brigham and Women's Hospital (BWH), including Mass General Brigham (MGB), Harvard Medical School (HMS), various research organizations (e.g., the NIH), various biomedical industry organizations, various academic journal publications, and various academic textbook publications. The executive assistant to the chair must exercise a high degree of professionalism, service, independent thinking with minimal supervision, flexibility, and creativity. Given that the executive assistant often represents the chair and interacts with the highest levels of executive leadership at BWH, MGB, and HMS, a very high level of discretion is required and essential.

Reports to: Chair, Department of Medicine, with dotted line reporting to Department Administrator and Senior Administrative Director, Academic Affairs


Administrative Duties

  • Under the broad leadership of the chair, manages all aspects of the Office of the Chair, including providing direct administrative support services to the chair.
  • Plans and coordinates various special projects relevant to the Office of the Chair (e.g., strategic planning efforts, programmatic/administrative process changes, space/IT renovations, office moves, etc.).
  • Develops and maintains effective and highly professional working relationships with DOM and hospital administration, faculty, trainees, and staff as necessary to carry out goals/projects of the Office of the Chair.
  • Maintains complex calendars; prioritizes internal and external engagements, as directed by the chair.
  • Prepares complex travel arrangements, including airline reservations, hotel accommodations, various transportation, dinners, and other related activities; adjusts as needed in a timely and organized manner.
  • Processes invoices, reimbursements, and travel expenses.
  • Monitors and maintains chair's record keeping systems, including highly sensitive and/or critical administrative and financial information.
  • Answers telephones, greet, and welcome visitors.
  • Exercises judgment in responding to telephone and in-person inquiries; forwards information or resolve, as appropriate.
  • Triages concerns related to the Department of Medicine as raised by BWH Patient and Family Relations.
  • Coordinates logistics for meetings, such as room requests and catering needs.
  • Coordinates confidential departmental senior faculty searches (including chiefs of divisions, vice chairs, etc.).
  • Reviews and prints manuscripts for chair's review in advance of publication in professional journals (e.g., resident case reviews in the New England Journal of Medicine).
  • Ensures healthy and collaborative administrative relationships within the department, the hospital, and MGB.
  • Develops effective methods of communicating with DOM and hospital leadership, trainees, and staff on a regular basis.
  • Continuously assesses and improves the efficiency of systems and processes within the Office of the Chair.
  • Consistently meets all deadlines for deliverables or activities as established by the chair.
  • Occasionally serves as backup for administrative colleagues in the DOM.
  • Performs other duties as assigned.

  • Faculty Affairs
  • Responsible for printing and preparing materials for chair approval regarding HMS faculty appointments, reappointments, and promotions.
  • Responsible for printing and presenting materials for chair approval regarding faculty leaves of absence and sabbaticals.
  • Prints faculty search reports for chair review and serves as liaison between Office of the Chair and Department of Medicine Faculty Services Office.
  • Prepares faculty promotion packets for chair's review at various promotion committee meetings. This includes the Committee on Senior Appointments (COSA), Joint Executive Committee (JEC), and DOM Promotion Committee (PC).
  • Prints and prepares faculty grant support letters for chair's review and approval. Scans signed letters to divisions, with a focus on grant deadlines.
  • Prints and prepares faculty offer letters for chair's review and approval. Scans signed letters and saves in DOM electronic files, ensuring consistent record-keeping.

  • Event Planning
  • Coordinates and manages multiple events throughout the course of the year (e.g., the BWH Professors' Dinner). The events range in size and scope from 30 person dinners to 3-day events for over 500 attendees.
  • Coordinates and plans meetings across MGB, including the BWH/MGH Joint Division Chiefs Meeting and accompanying dinner.
  • Coordinates, plans, and manages meetings, include the following:
    • Coordinates with key DOM leadership and others to find a date to hold events.
    • Sends out "save the dates" and invitations and tracks their responses.
    • Arranges plans with speakers (flight, hotel, itinerary, other) and escorting the speakers to events during their time at BWH.
    • Selects and books venues for dinners, planning menu, table layout, and works with catering management.
    • Tracks and reports all expenses related to the event.
    • Develops programs/award booklets for events, orders plaques/awards, etc.
    • Other duties as required pertaining to events.

  • Qualifications
    • Associates degree required, Bachelor's degree preferred.
    • Minimum five years demonstrated work experience supporting a high-level executive required.
    • Microsoft Office suite, especially Outlook (advanced level), Word (advanced level), PowerPoint (proficient level), and Excel (proficient level).
    • Professional, appropriate, and effective communication skills - written, verbal, non-verbal.
    • Basic to intermediate knowledge of hospital/health care operations, policies, and procedures.
    • Strong interest in health care.
    • Outstanding interpersonal skills and the ability to handle sensitive human resources issues.
    • Outstanding organizational skills are necessary to manage many competing timetables and responsibilities. Ability to effectively supervise and/or plan for the timely and successful completion of short- and long-term objectives.
    • Excellent verbal and written communication skills to communicate effectively with a large and diverse constituency, including senior hospital leaders, division faculty and support staff, representatives of other BWH offices, collaborating institution officials, granting agencies (NIH, industry and foundations) representatives, and vendors.
    • Requires the ability to work independently and to accept responsibility for complex and sensitive decision-making as it relates to the overall conduct of the Office of the Chair.
    • Interpersonal relationship skills needed to motivate others and work with many hospital-wide department heads, administrators, and physicians in a positive and collegial fashion.
    • Ability to work independently and accurately and concisely disseminate information in both written and verbal formats.
    • Comprehensive understanding of health care environment, physician and scientist roles, and academic medical staff structures.

    EEO Statement
    BWH is an Affirmative Action 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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