Executive Assistant

Responsible for comprehensive administrative support to the Chief of the Division of Rheumatology, Allergy and Immunology (DRAI). Provides support to help ensure the smooth day-to-day operations of the Center for Immunology and Inflammatory Diseases (CIID) and DRAI. Serves as a central resource for all members of the CIID & DRAI. This role is an important interface for the entire Division, and the Chief, to both the internal and external community.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

With increasing scope and complexity of the Division, incumbent must have excellent organizational skills, effective analytical skills and an ability to exercise independent and sound judgment. Must be able to manage multiple priorities and meet deadlines in a complex environment. Excellent communication skills are essential, including verbal, written, and computer communication abilities. Strong critical thinking, problem-solving and attentiveness to detail required. Solid knowledge of Hospital and NIH policies and procedures required.

Tasks include but are not limited to the following:

• Maintains calendar and scheduling for Division Chief
• Coordinates travel arrangements and reimbursements for Division Chief
• Serves as a primary credentialing coordinator for Division – coordinates and reviews/approves Division’s initial appointments and reappointments including visa paperwork when applicable
• Assists Divisional faculty and CIID staff with a variety of administrative questions/concerns and triages to appropriate party(ies).
• Manages MGH and HMS promotions for Division faculty – maintains listing of all Division faculty with their MGH/HMS titles; assists in finding appropriate promotion titles/appointments; contacts faculty member and requests material for promotion and works with them diligently to submit final package to the Department of Medicine
• Coordinates Division recruitment – places advertisements; organizes all candidate visits with Search Committee; drafts search report
• Coordinates DRAI website updates and serves as a liaison with the hospital, marketing, and/or Department of Medicine’s web manager; creates copy deck material for Division faculty to work from; assists with draft text and design
• Coordinates CIID Floor Meeting, Immunology Journal Club and Division Chief’s Lab Meeting schedules
• Maintains “master” documents for Division Chief (i.e., CV, biosketch, other support, trainees, research interests, resources)
• Serves as a resource to DRAI Grants Manager; helps maintain, track, coordinate and complete NIH training grant tables for (2) T32 programs.
• Serves as a resource for the Immunology Seminar Series Coordinator
• Drafts letters for Division Chief (i.e., recommendations, promotions)
• Maintains Division monthly calendars and weekly calendars
• Miscellaneous administrative responsibilities for Division Chief’s Lab, CIID, DRAI, Department of Medicine, Harvard Medical School, as well as Division Chief’s committee assignments and consulting
• Coordinates Annual Career Conferences for Division faculty
• Processes check requests, purchase orders and Division Chief’s business/corporate credit card
• Orders/maintains office supply inventory for CIID
• Maintains copier & fax machine for CIID
• Maintains office filing systems
• Mail distribution for CIID
• Supports and helps coordinate large Divisional events and functions (e.g. holiday/seasonal parties, retreats)

QUALIFICATIONS:

Excellent customer service skills and thorough knowledge of Division

Ability to effectively and timely handle requests or triage inquiries to appropriate end-users

Must be able to work well independently and collaboratively and must demonstrate strong initiative and independent thinking

Bachelor’s Degree preferred

Minimum of 4 years of directly related experience

Superior organizational skills

Ability to effectively multi-task and prioritize work

Ability to effectively use standard computer/software tools and programs (Office, Adobe, web platform, etc.)

Ability to appropriately handle highly-sensitive and confidential information

Superior communication (all forms) skills - proficient writing ability including drafting appropriate correspondence and messages from the Division Chief

Working conditions are within designated administrative/office space located within a research building. Some schedules/days per week may be possible for telecommuting work possibilities.

Massachusetts General Hospital 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.