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administrative assistant

Brigham and Women's Hospital, Inc.

<div>Site: The Brigham and Women's Hospital, Inc.<p></p><p><br>
Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.</p><p></p><p><b><br>
Job Summary</b></p>
Summary<br>
<br>
This position is responsible for providing high-level administrative support to the executive and management teams. This role involves managing schedules, coordinating meetings, handling correspondence, and performing various clerical duties. The position is critical in ensuring efficient office operations and may also lead junior administrative staff.<br>
<br>
Does this position require Patient Care? No<br>
<br>
Essential Functions<br>
<ul><li>Manage and maintain executive schedules, including appointments, meetings, and travel arrangements.
</li><li>Prepare, review, and edit reports, presentations, and other documents.
</li><li>Handle incoming and outgoing correspondence, including emails, letters, and phone calls.
</li><li>Organize and maintain office files, both electronic and physical.
</li><li>Schedule, coordinate, and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.
</li><li>Arrange logistics for internal and external meetings, including room bookings and catering.
</li><li>Serve as the primary point of contact between executives and internal/external stakeholders.
</li></ul>-Draft and distribute memos, announcements, and other communications as directed. -Oversee office supplies inventory, ordering, and distribution.
<br>
<ul><li>Ensure office equipment is properly maintained and serviced.
</li><li>Coordinate with IT for technical support and equipment needs.
</li><li>Assist in the planning and execution of special projects and events.
</li><li>Monitor project time lines and ensure deadlines are met.</li></ul><p></p><div><div><div><div><div><div><div><p><b><br>
Qualifications</b></p></div></div></div></div></div></div></div><p><b>
Typical schedule - M-F 8am-4:3pm.</b></p><p></p><div>
Education<br>
High School Diploma or Equivalent required or Associate's Degree Business Administration preferred or Associate's Degree Related Field of Study preferred<br>
<br>
Can this role accept experience in lieu of a degree?<br>
No<br>
<br>
Licenses and Credentials<br>
<br>
Experience<br>
Experience in an administrative role, preferably in a healthcare setting <b>5-7 years required</b> and Experience supporting senior-level staff 1-2 years preferred<br>
<br>
Knowledge, Skills and Abilities<br>
<ul><li>Proficient in Microsoft Office Suite (Word, Excel, Power point, Outlook).</li><li>Excellent verbal and written communication skills.</li><li>Strong organizational and multitasking abilities.</li><li>Ability to work independently with minimal supervision.</li><li>Strong attention to detail and problem-solving skills.</li><li>Familiarity with hospital administration processes and healthcare regulations.</li><li>Professional demeanor and ability to interact effectively with all levels of staff.</li></ul></div><p></p><div><div><div><div><div><div><div><p><b><br>
Additional Job Details (if applicable)</b></p></div></div></div></div></div></div></div><p></p><div><div><div><div><div><div><div><p><b><br>
Remote Type</b></p></div></div></div></div></div></div></div>
Onsite<p></p><div><div><div><div><div><div><div><p><b><br>
Work Location</b></p></div></div></div></div></div></div></div>
75 Francis Street<p></p><div><div><div><div><div><div><div><p><b><br>
Scheduled Weekly Hours</b></p></div></div></div></div></div></div></div>
40<p></p><div><div><div><div><div><div><div><p><b><br>
Employee Type</b></p></div></div></div></div></div></div></div>
Regular<p></p><div><div><div><div><div><div><div><p><b><br>
Work Shift</b></p></div></div></div></div></div></div></div>
Day (United States of America)<p></p><p><b><br>
Pay Range</b></p>
$20.84 - $29.79/Hourly<p></p><p><b><br>
Grade</b></p>
4<br>
<p></p>
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 comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.<p></p><div><div><div><div><div><div><div><p><b><br>
EEO Statement:</b></p></div></div></div></div></div></div></div>
2200 The Brigham and Women's Hospital, Inc. is an Equal Opportunity Employer. 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. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran&rsquo;s Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.<p></p><h2 class="jobSectionHeader"><b><br>
Mass General Brigham Competency Framework</b></h2><div><div><p>
At Mass General Brigham, our competency framework defines what effective leadership &ldquo;looks like&rdquo; by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.</p></div></div></div>

Administrative Assistant Senior

<div>Site: The Brigham and Women's Hospital, Inc.<p></p><p><br>
Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.</p><p></p><p><b><br>
Job Summary</b></p>
The Senior Administrative Assistant provides high-level administrative support to the Reproductive Endocrinology &amp; Infertility Division. Position requires advanced administrative skills and experience in Outlook calendar management and Microsoft Office Suite. The candidate should possess a high degree of organization, the ability to prioritize assignments, respond to inquiries in a timely manner, follow up and communicate on outstanding issues. The Senior Administrative Assistant utilizes an enormous amount of judgment and discretion in dealing with confidential and sensitive matters for patients and in screening and handling certain routine and administrative functions on behalf of the Division of Reproductive Endocrinology &amp; Infertility.<p></p><div><div><div><div><div><div><div><p><b><br>
Qualifications</b></p></div></div></div></div></div></div></div><div>
PRINCIPAL DUTIES AND RESPONSIBILITIES:<br>
<ul><li>Perform duties under moderate supervision with intermediate to advanced proficiency in administrative skills.</li><li>Assist in the planning and execution of special projects and events.</li><li>Oversee office supplies inventory, ordering, and distribution.</li><li>Arrange logistics for internal and external meetings, including room bookings and catering.</li><li>Handle incoming and outgoing correspondence, including emails, letters, and phone calls.</li><li>Monitor project timelines and ensure deadlines are met.</li><li>Manage and maintain assigned physicians&rsquo; CVs, licensure, and tracking CMEs</li><li>Ensure office equipment is properly maintained and serviced.</li><li>Serve as the primary point of contact between assigned physicians and internal/external stakeholders.</li><li>Organize and maintain office files, both electronic and physical.</li><li>Manage and maintain assigned physicians&rsquo; schedules, including appointments, meetings, and travel arrangements.</li><li>Schedule, coordinate, and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.</li><li>Prepare, review, and edit reports, presentations, and other documents.</li><li>Coordinate with IT for technical support and equipment needs.</li><li>Draft and distribute memos, announcements, and other communications as directed.</li><li>Provide cross coverage as needed</li><li>Follow HIPAA guidelines for the management of patient privacy and confidentiality.</li><li>Other duties, as assigned.</li></ul></div><p></p><p><br>
Education<br>
High School Diploma or Equivalent required or Associate's Degree Business Administration preferred or Associate's Degree Related Field of Study preferred<br>
<br>
Can this role accept experience in lieu of a degree?<br>
No<br>
<br>
Licenses and Credentials<br>
<br>
Experience<br>
Experience in an administrative role, preferably in a healthcare setting 5-7 years required and Experience supporting senior-level staff 1-2 years preferred</p><p></p><div>
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:<br>
<ul><li>Proficient in Microsoft Office Suite (Word, Excel, Power point, Outlook).</li><li>Excellent verbal and written communication skills.</li><li>Strong organizational and multitasking abilities.</li><li>Ability to work independently with minimal supervision.</li><li>Strong attention to detail and problem-solving skills.</li><li>Familiarity with hospital administration processes and healthcare regulations.</li><li>Professional demeanor and ability to interact effectively with all levels of staff.</li></ul></div><p></p><div><div><div><div><div><div><div><p><b><br>
Additional Job Details (if applicable)</b></p></div></div></div></div></div></div></div><b>
Physical Requirements</b><ul><li>
Standing Occasionally (3-33%)
</li></ul><ul><li>Walking Occasionally (3-33%)
</li></ul><ul><li>Sitting Constantly (67-100%)
</li></ul><ul><li>Lifting Occasionally (3-33%) 20lbs - 50lbs
</li></ul><ul><li>Carrying Occasionally (3-33%) 20lbs - 50lbs
</li></ul><ul><li>Pushing Rarely (Less than 2%)
</li></ul><ul><li>Pulling Rarely (Less than 2%)
</li></ul><ul><li>Climbing Rarely (Less than 2%)
</li></ul><ul><li>Balancing Occasionally (3-33%)
</li></ul><ul><li>Stooping Occasionally (3-33%)
</li></ul><ul><li>Kneeling Rarely (Less than 2%)
</li></ul><ul><li>Crouching Rarely (Less than 2%)
</li></ul><ul><li>Crawling Rarely (Less than 2%)
</li></ul><ul><li>Reaching Occasionally (3-33%)
</li></ul><ul><li>Gross Manipulation (Handling) Constantly (67-100%)
</li></ul><ul><li>Fine Manipulation (Fingering) Frequently (34-66%)
</li></ul><ul><li>Feeling Constantly (67-100%)
</li></ul><ul><li>Foot Use Rarely (Less than 2%)
</li></ul><ul><li>Vision - Far Constantly (67-100%)
</li></ul><ul><li>Vision - Near Constantly (67-100%)
</li></ul><ul><li>Talking Constantly (67-100%)
</li></ul>Hearing Constantly (67-100%)<br>
<ul><li>
</li></ul><p></p><br>
<div><div><div><div><div><div><div><p><b>Remote Type</b></p></div></div></div></div></div></div></div>
Hybrid<p></p><div><div><div><div><div><div><div><p><b><br>
Work Location</b></p></div></div></div></div></div></div></div>
75 Francis Street<p></p><div><div><div><div><div><div><div><p><b><br>
Scheduled Weekly Hours</b></p></div></div></div></div></div></div></div>
40<p></p><div><div><div><div><div><div><div><p><b><br>
Employee Type</b></p></div></div></div></div></div></div></div>
Regular<p></p><div><div><div><div><div><div><div><p><b><br>
Work Shift</b></p></div></div></div></div></div></div></div>
Day (United States of America)<p></p><p><b><br>
Pay Range</b></p>
$20.84 - $29.79/Hourly<p></p><p><b><br>
Grade</b></p>
4<br>
<p></p>
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 comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.<p></p><div><div><div><div><div><div><div><p><b><br>
EEO Statement:</b></p></div></div></div></div></div></div></div>
2200 The Brigham and Women's Hospital, Inc. is an Equal Opportunity Employer. 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. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran&rsquo;s Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.<p></p><h2 class="jobSectionHeader"><b><br>
Mass General Brigham Competency Framework</b></h2><div><div><p>
At Mass General Brigham, our competency framework defines what effective leadership &ldquo;looks like&rdquo; by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.</p></div></div></div>

Senior Administrative Assistant - OBGYN

Committee for Public Counsel Services

<div>Overview:
<p>
The Committee for Public Counsel Services, the public defender agency for Massachusetts, is seeking a full-time Supervising Administrative Assistant for our Training Department. The Supervising AA provides high level support to the Training Chief and supervises administrative staff in the Training Department. This position is a hybrid position, requiring a minimum of two days per week in Boston or Worcester.</p><div><br>
</div><div><b>We fight for equal justice and human dignity by supporting our clients in achieving their legal and life goals. We zealously advocate for the </b><b>rights of individuals and promote just public policy to protect the rights of all.</b></div><div></div><div><b><br>
Our Values</b></div><div><br>
</div><div><b>C</b><b>ourage &bull; </b><b>A</b><b>ccountability &bull; </b><b>R</b><b>espect &bull;</b><b> E</b><b>xcellence</b></div><p></p><p><br>
DIVERSITY AND INCLUSION MISSION STATEMENT</p><div></div><p><br>
CPCS is committed to protecting the fundamental constitutional and human rights of our assigned clients through zealous advocacy, community-oriented defense, and the fullness of excellent legal representation. We are dedicated to building and maintaining strong professional relationships, while striving to accept, listen to and respect the diverse circumstances of each client, as we dedicate ourselves to meeting their individual needs. It is our CPCS mission to achieve these goals, and in furtherance thereof, we embrace and endorse diversity, equity and inclusion as our core values as we maintain a steadfast commitment to: (1) Ensure that CPCS management and staff members represent a broad range of human differences and experience; (2) Provide a work climate that is respectful and supports success; and (3) Promote the dignity and well-being of all staff members. CPCS leadership is responsible for ensuring equity, diversity, and inclusion. The ability to achieve these goals with any level of certainty is ultimately the responsibility of each member of the CPCS community.</p><div></div><p><b><br>
AGENCY OVERVIEW</b></p><div></div><p><br>
CPCS is the state agency in Massachusetts responsible for providing an attorney when the state or federal constitution or a state statute requires the appointment of an attorney for a person who cannot afford to retain one. The agency provides representation in criminal, delinquency, youthful offender, family regulation, guardianship, mental health, sexually dangerous person, and sex offender registry cases, as well as in appeals and post-conviction and post-judgment proceedings related to those matters.</p><div></div><p><br>
The clients we represent are diverse across every context imaginable and bring many unique cultural dimensions to the matters we address. This reality creates a critical need for CPCS staff to be culturally competent and able to work well with people of different races, ethnicities, genders and/or sexual orientation identities, abilities, and limited English proficiency, among other protected characteristics.</p><div></div><div><b><br>
TRAINING DEPARTMENT OVERVIEW</b></div><div></div><div><br>
The CPCS Training Department develops and delivers comprehensive, practice-driven education for staff and private assigned counsel across all areas of public defense. Through a team of experienced practice area trainers in Criminal Defense, Children and Family Law, Youth Advocacy, and Mental Health Litigation, the Department provides rigorous substantive instruction alongside advanced skills training that reflects the realities of modern indigent defense practice. Our programming is informed by evolving law, interdisciplinary collaboration, and the lived needs of the clients we serve, and is designed to meet the highest standards of excellence in public defense training nationwide.</div><div></div><div><br>
In addition to core practice-area offerings, the Department leads agency-wide training initiatives in areas such as: appellate and post-trial advocacy; emerging adult representation; forensic issues; holistic defense; leadership, management, and professional development; and wellness, These integrated training pathways equip attorneys not only with technical legal proficiency, but with the strategic, collaborative, and management competencies required for effective client-centered advocacy. By investing in continuous professional development, the Training Department strengthens the quality, consistency, and impact of representation provided by CPCS staff and private counsel statewide.</div><div></div><p><b><br>
POSITION OVERVIEW</b></p><div></div><p><br>
The Supervising AA is responsible for supervising the Administrative Assistants in the Training Department, including delegation of work responsibilities, preparation of annual performance evaluations, and approval of time and attendance. The Supervising AA must be able to provide excellent support for staff as well as coordinate communications with other CPCS units across the Agency and the public.</p><p></p><p><br>
This is a full-time (35 hours/week) position and reports directly to the Training Chief. This position is a hybrid position, requiring a minimum of two days per week in Boston or Worcester.
</p>Qualifications:
<div><b>
MINIMUM ENTRANCE REQUIREMENTS</b></div><div></div><p><br>
Applicants must have:</p><ul><li>
Associate&rsquo;s degree in a related area; at least four years of experience as an administrative assistant or office manager; executive level secretarial skills; or an equivalent combination of education, experience, and skills; and,</li><li>
Access to reliable transportation to assist in the execution of training programs at various locations; and,</li><li>
Access to home internet access sufficient to work remotely.</li></ul><div><b>
QUALIFICATIONS/SKILLS</b></div><div></div><p><br>
The ideal candidate will be a person who is highly organized, creative and detail oriented, enjoys interacting with people in a friendly work environment, and will take satisfaction from working in an agency whose commitment is to protecting the fundamental legal rights of indigent persons.</p><p><br>
</p><p>The ideal candidate will have:</p><ul><li>
Expertise in computer and technological skills and in-depth knowledge of relevant software, including MS Word, Excel, PowerPoint, and Outlook;</li><li>
Strong communication, organizational, and detail skills;</li><li>
Knowledge of standard office administrative practices and procedures;</li><li>
Excellent interpersonal and communication skills, including the ability to interact effectively with diverse colleagues at all levels of the agency, and the ability to work as an effective team member;</li><li>
Strong cultural competency and diplomacy skills;</li><li>
Excellent problem-solving skills;</li><li>
Flexibility, and strict adherence to confidentiality;</li><li>
Typing skill of 50 to 60 wpm preferred;</li><li>
Legal office experience a plus; and,</li><li>
Foreign language skills are beneficial.</li></ul>
Responsibilities:
<div><b>
RESPONSIBILITIES</b></div><div><b><br>
</b></div><p>The responsibilities of the Supervising AA include, but are not limited to:
</p><ul><li>Supporting the Training Chief in the day-to-day duties of running the Training Department;</li><li>
Supervising Training Department Administrative Assistant staff, including delegation of work, preparation of annual performance evaluations, approval of time &amp; attendance, and professional training as well as participating in the recruitment, selection, and hiring of Administrative Assistant staff;</li><li>
Providing high level administrative support to the Training Department, including information organization and analysis, scheduling, arranging travel, resource maintenance and updating, and handling correspondence;</li><li>
Working closely with the Training Technologist and the Training Department Project Coordinator to ensure that Department objectives and goals are met;
</li><li>Ensuring that office systems and agency processes are administered effectively and communicating effectively with internal and external contacts at all levels;</li><li>
Coordinating and assisting with in-person and remote training, program evaluation, correspondence with faculty and participants, coordinating registration, communicating and negotiating with hotels, conference facilities and other vendors and other tasks that support the creation and delivery of training;</li><li>
Maintaining ongoing administrative projects such as ordering and organizing library materials, maintaining a department-wide training calendar, updating various membership lists and coordinating use of MCLE vouchers;</li><li>
Coordinating support for the department from HR, Facilities and IT as well as external partners; and,</li><li>
Other duties as assigned.</li></ul><div></div><p><br>
EEO Statement</p><p><br>
</p><p>The Committee for Public Counsel Services (CPCS) is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, ethnicity, sex, disability, religion, age, veteran or military status, genetic information, gender identity, or sexual orientation as required by Title VII of the Civil Rights Act of 1964, the Americans with Disabilities Act of 1990, and other applicable federal and state statutes and organizational policies. Applicants who have questions about equal employment opportunity or who need reasonable accommodations can contact the Chief Human Resources Officer, Sandra DeBow-Huang, at sdebow@publiccounsel.net</p></div>

Supervising Administrative Assistant - Training Department

IDR, Inc.

<div>
 <p>
  <strong>
   IDR is seeking an Executive Assistant to join one of our top clients for an opportunity in Boston, MA. This role is ideally suited for a highly organized professional with strong administrative skills supporting senior leadership within the healthcare or radiology industry. The position involves managing complex schedules, coordinating communications, and providing seamless executive support to division chiefs and upcoming vice chairs.
  </strong>
 </p>
 <p>
  <strong>
   Position Overview for the Executive Assistant :
  </strong>
 </p>
 <ul>
  <li>
   Provide administrative support to high-level executives including calendar management, travel arrangements, and preparing relevant documents.
  </li>
  <li>
   Serve as a primary point of contact for internal and external stakeholders, ensuring clear and efficient communication.
  </li>
  <li>
   Assist with coordinating meetings, including scheduling, logistics, and follow-up.
  </li>
  <li>
   Manage travel and reimbursement processes while maintaining accurate records.
  </li>
  <li>
   Cross-cover for other senior administrative staff as needed, ensuring continuous support within the division.
  </li>
 </ul>
 <p>
  <strong>
   Requirements for the Executive Assistant :
  </strong>
 </p>
 <ul>
  <li>
   Bachelor's degree required.
  </li>
  <li>
   Proven experience managing executive calendars and supporting senior leaders.
  </li>
  <li>
   Excellent organizational and time management skills.
  </li>
  <li>
   Ability to handle last-minute schedule changes and prioritize effectively.
  </li>
  <li>
   Proficiency in Microsoft Outlook and other Office tools.
  </li>
 </ul>
 <p>
  <strong>
   What's in it for you?
  </strong>
 </p>
 <ul>
  <li>
   Competitive compensation package
  </li>
  <li>
   Full Benefits; Medical, Vision, Dental, and more!
  </li>
  <li>
   Opportunity to get in with an industry leading organization.
  </li>
 </ul>
 <p>
  <strong>
   Why IDR?
  </strong>
 </p>
 <ul>
  <li>
   25+ Years of Proven Industry Experience in 4 major markets
  </li>
  <li>
   Employee Stock Ownership Program
  </li>
  <li>
   Dedicated Engagement Manager who is committed to you and your success.
  </li>
  <li>
   Medical, Dental, Vision, and Life Insurance
  </li>
  <li>
   ClearlyRated&rsquo;s Best of Staffing&reg; Client and Talent Award winner 12 years in a row.
  </li>
 </ul>
</div>


Executive Assistant

<div>Site: The Brigham and Women's Hospital, Inc.<p></p><p><br>
Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.</p><p></p><p><b><br>
Job Summary</b></p>
Provides high-level administrative, operational, and strategic support to the Chief of MGB Thoracic Surgery, a system-wide leadership role spanning multiple academic medical centers. This role requires advanced executive assistant capabilities, exceptional judgment, discretion, and the ability to operate independently in a complex, matrixed academic health system. The Executive Assistant serves as a trusted partner to the Chief, supporting clinical, academic, research, and administrative priorities across the MGB Thoracic Surgery enterprise.<p></p><div><div><div><div><div><div><div><p><b><br>
Qualifications</b></p></div></div></div></div></div></div></div><p><b>
Essential Functions</b></p><ul><li><p>
Provide comprehensive executive-level administrative support to the Chief of MGB Thoracic Surgery, including proactive calendar management, strategic scheduling, and prioritization of competing system-wide demands.</p></li><li><p>
Coordinate and support high-level meetings, including division leadership meetings, integration councils, search and advisory committees, and external stakeholder engagements; prepare agendas, briefing materials, presentations, and follow-up summaries.</p></li><li><p>
Serve as a central coordination point across MGB entities (e.g., MGH, BWH, system offices), facilitating communication on behalf of the Chief with physicians, senior administrators, and external partners.</p></li><li><p>
Draft, edit, and manage confidential correspondence, executive summaries, presentations, letters and reports related to clinical operations, academic programs, research initiatives, and strategic integration efforts.</p></li><li><p>
Manage travel arrangements, itineraries, and logistics for internal and external engagements, including conferences, academic meetings, and system leadership activities.</p></li><li><p>
Maintains chief&rsquo;s current CV information</p></li><li><p>
Monitors chief&rsquo;s state license, DEA/MSCR certification, and Society Memberships and renew when necessary</p></li><li><p>
Coordinate any special functions requested by chief</p></li><li><p>
Maintain sensitive and confidential information with the highest degree of professionalism, discretion, and integrity; frequently handle matters of strategic, financial, personnel, and reputational importance.</p></li><li><p>
Track priorities, deadlines, and deliverables for the Chief; follow up independently to ensure timely execution of action items across multiple workstreams.</p></li><li><p>
Support financial and administrative processes, including expense reconciliation, reimbursements, payroll coordination, and basic budget tracking for the Chief and designated leadership activities.</p></li><li><p>
Remain knowledgeable of MGB policies, procedures, and governance structures; interpret and communicate the Chief&rsquo;s intent accurately to diverse stakeholders.</p></li><li><p>
Partner closely with other senior administrative leaders and executive assistants across MGB to ensure alignment, coordination, and smooth execution of system-wide initiatives.</p></li><li><p>
Provide guidance, orientation, and informal leadership to other administrative staff as needed, particularly in the context of integration, new initiatives, or leadership transitions.</p></li><li><p>
Complete routine and non-routine tasks with minimal supervision, exercising sound judgment and initiative in a fast-paced, high-expectation environment.</p></li><li><p>
projects assigned by chief, AD, Manager, etc (recruitment, promotions, other projects and evens as assigned)</p></li><li><p>
Research assistance and coordination with Research Manger on behalf of Chief; tasks as simple as literature searches to assisting in editing and preparation for publication, to monitoring financial accounts and creating budgets</p></li></ul><p></p><p><b>
Education</b><br>
Associate's Degree Related Field of Study required or Bachelor's Degree Related Field of Study preferred<br>
<br>
Can this role accept experience in lieu of a degree?<br>
No<br>
<br>
Licenses and Credentials<br>
<br>
<b>Experience</b></p><ul><li><p>
Experience as an Administrative Assistant to Executive or Chair/Chief or Senior Leader 5-7 years required</p></li><li><p>
Demonstrated experience supporting leaders with system-level, multi-site, or matrixed responsibilities strongly preferred.</p></li></ul><p><b><br>
Knowledge, Skills and Abilities</b></p><ul><li><p>
Highly proficient/advanced administrative and executive support skills, including expert use of office and collaboration applications.</p></li><li><p>
Exceptional written and verbal communication skills, with the ability to proofread, edit, and synthesize complex information for executive audiences.</p></li><li><p>
Strong organizational skills with the ability to manage multiple high-priority initiatives simultaneously.</p></li><li><p>
Ability to exercise independent judgment, anticipate needs, and proactively resolve issues within established guidelines.</p></li><li><p>
Demonstrated professionalism and poise when handling sensitive, complex, and confidential matters.</p></li><li><p>
Advanced ability to manage complex communications, including high-level phone calls and inquiries requiring discretion and judgment.</p></li><li><p>
Strong problem-solving, troubleshooting, and analytical skills.</p></li><li><p>
Basic math and bookkeeping knowledge, including expense management and reconciliation.</p></li><li><p>
Working knowledge of medical terminology and familiarity with academic medicine, clinical operations, and healthcare finance strongly preferred.</p></li><li><p>
Ability to build effective working relationships across diverse clinical, academic, and administrative stakeholders.</p></li><li><p>
Demonstrated leadership behaviors, including the ability to guide, orient, and support other administrative staff in a team-based environment.</p></li><li><p>
Proficient with a wide range of computer applications and emerging technologies, including advanced use of productivity software, electronic health records, and artificial intelligence tools to streamline workflows and enhance decision-making.</p></li></ul><p></p><p><b>
This role is critical to the success of the MGB Thoracic Surgery enterprise and requires a high degree of trust, flexibility, discretion, and commitment to excellence. The Executive Assistant is expected to function as an extension of the Chief, representing the office with professionalism and credibility at all times.</b></p><p></p><div><div><div><div><div><div><div><p><b><br>
Additional Job Details (if applicable)</b></p></div></div></div></div></div></div></div><b>
Physical Requirements</b><ul><li>
Standing Occasionally (3-33%)
</li></ul><ul><li>Walking Occasionally (3-33%)
</li></ul><ul><li>Sitting Constantly (67-100%)
</li></ul><ul><li>Lifting Occasionally (3-33%) 20lbs - 35lbs
</li></ul><ul><li>Carrying Occasionally (3-33%) 20lbs - 35lbs
</li></ul><ul><li>Pushing Rarely (Less than 2%)
</li></ul><ul><li>Pulling Rarely (Less than 2%)
</li></ul><ul><li>Climbing Rarely (Less than 2%)
</li></ul><ul><li>Balancing Occasionally (3-33%)
</li></ul><ul><li>Stooping Occasionally (3-33%)
</li></ul><ul><li>Kneeling Rarely (Less than 2%)
</li></ul><ul><li>Crouching Rarely (Less than 2%)
</li></ul><ul><li>Crawling Rarely (Less than 2%)
</li></ul><ul><li>Reaching Occasionally (3-33%)
</li></ul><ul><li>Gross Manipulation (Handling) Constantly (67-100%)
</li></ul><ul><li>Fine Manipulation (Fingering) Frequently (34-66%)
</li></ul><ul><li>Feeling Constantly (67-100%)
</li></ul><ul><li>Foot Use Rarely (Less than 2%)
</li></ul><ul><li>Vision - Far Constantly (67-100%)
</li></ul><ul><li>Vision - Near Constantly (67-100%)
</li></ul><ul><li>Talking Constantly (67-100%)
</li></ul>Hearing Constantly (67-100%)<br>
<ul><li>
</li></ul><p></p><br>
<div><div><div><div><div><div><div><p><b>Remote Type</b></p></div></div></div></div></div></div></div>
Hybrid<p></p><div><div><div><div><div><div><div><p><b><br>
Work Location</b></p></div></div></div></div></div></div></div>
15 Francis Street<p></p><div><div><div><div><div><div><div><p><b><br>
Scheduled Weekly Hours</b></p></div></div></div></div></div></div></div>
40<p></p><div><div><div><div><div><div><div><p><b><br>
Employee Type</b></p></div></div></div></div></div></div></div>
Regular<p></p><div><div><div><div><div><div><div><p><b><br>
Work Shift</b></p></div></div></div></div></div></div></div>
Day (United States of America)<p></p><p><b><br>
Pay Range</b></p>
$27.95 - $40.70/Hourly<p></p><p><b><br>
Grade</b></p>
6<br>
<p></p>
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 comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.<p></p><div><div><div><div><div><div><div><p><b><br>
EEO Statement:</b></p></div></div></div></div></div></div></div>
2200 The Brigham and Women's Hospital, Inc. is an Equal Opportunity Employer. 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. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran&rsquo;s Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.<p></p><h2 class="jobSectionHeader"><b><br>
Mass General Brigham Competency Framework</b></h2><div><div><p>
At Mass General Brigham, our competency framework defines what effective leadership &ldquo;looks like&rdquo; by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.</p></div></div></div>

Senior Executive Assistant - MGB Thoracic Surgery

Suffolk Construction

<div>Overview:
<div><div><b>
About Suffolk</b></div><div><br>
</div></div><div><div>Suffolk is a national enterprise that builds, innovates, and invests. We provide value across the entire project lifecycle through our core construction management services and complementary business lines in real estate investment, design, self-perform construction, and technology start-up investment (Suffolk Technologies). By integrating data, artificial intelligence, and advanced technology through our Seamless Platform, we connect design, construction, and operations to deliver smarter, more predictable results and redefine how America builds.</div></div><div></div><div><div><br>
Suffolk &ndash; America&rsquo;s Contractor &ndash; is a national company with more than $9 billion in annual revenue, 3,000 employees, and 17 offices, including Boston (headquarters), New York City, Miami, West Palm Beach, Tampa, Estero, Dallas, Los Angeles, San Francisco, San Diego, Las Vegas, Herndon, U.S. Virgin Islands, and other key markets. Suffolk manages some of the most complex and transformative projects in the country, serving clients across healthcare, life sciences, education, gaming, aviation, transportation, government, mission critical, and commercial sectors. Suffolk is privately held and is led by founder, chairman and CEO John Fish. Suffolk is ranked #8 on ENR&rsquo;s list of &ldquo;Top CM-at-Risk Contractors.&rdquo; For more information, visit www.suffolk.com and follow Suffolk on Facebook, Twitter, LinkedIn, YouTube, and Instagram.</div></div><div></div><div><div><br>
At Suffolk, we believe that our total rewards program should offer you and your family the support you need when it matters most. That&rsquo;s why we have created a program that provides employees with access to a wide variety of options that can be personalized to support you and your loved ones physically, emotionally, and financially.</div></div><div></div><div><div><br>
Benefits include, competitive salaries, auto allowances and gas cards for certain roles, access to market leading medical and emotional and mental health benefits, dental, and vision insurance plans, virtual care options for physical therapy and primary care, generous paid time off, 401k plan with employer match and access to expert financial resources, company paid and voluntary life insurance, tax deferred savings accounts, 10 backup daycare days each year, short- and long-term disability, commuter benefits and more. For more information, click here.</div></div>
Responsibilities:
<div>
Freedom Source is a supply chain arm that is revolutionizing the way Suffolk procures. The Executive Assistant plays a critical role in supporting the day-to-day administrative and coordination needs of the Head of Freedom Source. This role will work with the Freedom Source team and departments across Suffolk.</div><div><br>
</div><div>This position is ideal for a highly organized, proactive professional who thrives in a fast-paced environment and takes pride in delivering accurate, polished work. The role will primarily focus on executive support, calendar and meeting coordination, travel planning, event logistics, presentation preparation, and departmental organization.</div><div></div><div><br>
The successful candidate will work closely with leadership and cross-functional teams across the organization to help ensure priorities stay organized, meetings and events run smoothly, and administrative operations are executed efficiently and professionally.</div><div></div><div><br>
While the primary focus of the role is administrative support, there will also be opportunities over time to take on additional coordination responsibilities and support departmental initiatives as needed. There will also be exposure to strategic business concepts, financial concepts and executive decision-making.</div><div></div><div><br>
This role is based on‑site in our Boston or New York office four days a week with 1 remote day optional. Standard hours begin around 7:30 a.m., with some earlier starts required based on team meetings. Both offices offer amenities that contribute to a welcoming culture and distinctive workplace environment!</div><div></div><div><b><br>
Responsibilities:</b></div><p>
Executive &amp; Administrative Support</p><br>
<p></p><ul><li>
Provide day-to-day administrative support to the Head of Freedom Source.</li><li>
Manage complex calendars, meeting scheduling, and coordination across multiple stakeholders and time zones.</li><li>
Coordinate travel arrangements, itineraries, expense reports, and related logistics.</li><li>
Prepare, format, and proofread presentations, reports, meeting materials, and communications.</li><li>
Maintain organized departmental documentation and distribution lists.</li><li>
Handle sensitive and confidential information with professionalism and discretion.</li></ul><p><br>
Meeting &amp; Event Coordination</p><br>
<p></p><ul><li>
Schedule and coordinate meetings, leadership sessions, team events, offsites, and department summits.</li><li>
Prepare agendas, capture meeting notes, track action items, and distribute follow-up materials.</li><li>
Support logistics for department meetings and events, including room coordination, materials preparation, catering, and on-site support when needed.</li><li>
Coordinate with internal administrative teams and business partners to ensure seamless execution of meetings and events.</li></ul><p><br>
Departmental &amp; Operational Support</p><br>
<p></p><ul><li>
Assist with preparation and distribution of recurring operational reports and department updates.</li><li>
Support the organization and maintenance of departmental trackers, files, presentations, and templates.</li><li>
Help ensure consistency and accuracy across departmental communications and materials.</li></ul><p><br>
Commitment</p><br>
<ul><li>
This role supports senior leadership in a dynamic environment where priorities may shift frequently.</li><li>
Flexibility, responsiveness, and strong organizational skills are important to success in this position.</li><li>
Occasional early mornings, evenings, or event support outside standard business hours may be required based on business needs.</li></ul><p><br>
Growth Opportunity</p><br>
<ul><li>
Gain exposure to Suffolk&rsquo;s operational processes and leadership team.</li><li>
Develop knowledge of the construction and supply chain industry.</li><li>
Expand responsibilities over time through increased involvement in departmental coordination and operational initiatives.</li></ul>
Qualifications:<div></div><p><b><br>
Qualifications</b></p><br>
<ul><li>
5+ years of experience in an executive assistant, senior administrative, or administrative management role.</li><li>
Experience supporting senior leadership in a corporate or fast-paced environment.</li><li>
Strong organizational and time management skills with exceptional attention to detail.</li><li>
Excellent written, verbal, and interpersonal communication skills.</li><li>
Proven ability to manage multiple priorities and coordinate complex schedules and logistics.</li><li>
Advanced proficiency in Microsoft Office Suite, particularly PowerPoint, Outlook, and Excel.</li><li>
Ability to work independently, prioritize effectively, and anticipate administrative needs.</li><li>
Professionalism and discretion in handling confidential information.</li><li>
Bachelor&rsquo;s degree preferred; equivalent professional experience considered.</li></ul>
Working Conditions:
<div>
While performing the duties of this job, the employee is regularly required to sit for long periods of time; talk or hear; perform fine motor, hand and finger skills in the use of a keyboard, telephone, or writing. The employee is frequently required to stands; walk; and reach with arms and/or hands. Specific vision abilities include close vision, distance vision, depth perception and the ability to adjust focus. The employee will spend their time in an office environment with a quiet to moderate noise level. Job site walking.</div>
EEO Statement:
<div>
Suffolk provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, pregnancy or maternity, national origin, citizenship, genetic information, disability, protected veteran, gender identity, age or any other status protected by law. This policy applies to recruiting, hiring, transfers, promotions, terminations, compensation, benefits, and all other terms and conditions of employment. Suffolk will not tolerate any unlawful discrimination toward, or harassment of, applicants or employees by anyone at Suffolk, or anyone working on behalf of Suffolk.</div>
Compensation Information:
<div>
Where required by law, pay ranges can be found in Suffolk's job postings. Base Salary for this position is just one component of Suffolk&rsquo;s total rewards package for employees. Actual salaries may be based on several factors including, but not limited to, a candidate's skill set, experience, education and other qualifications. Suffolk offers a comprehensive benefits package as part of its overall total rewards strategy. Salary ranges are reviewed regularly to reflect market trends.</div></div>

Ruberto Israel & Weiner

<p><b>Position Summary: </b></p><p>We are seeking an experienced Legal Assistant to support our Litigation Practice. The ideal candidate has a strong knowledge of civil litigation procedures, court rules, and legal terminology, along with the ability to prioritize tasks, manage multiple cases and meet competing deadlines in a fast-paced environment.</p><p>This role provides high-level administrative and litigation support to attorneys, including court filings, deadline management, case-file maintenance, hearing and trial preparation, and communication with clients and other parties involved in litigation matters. This is an excellent opportunity for an experienced legal assistant seeking a collaborative, well-established firm environment with strong benefits and long-term growth potential.</p><p><b>Key Responsibilities: </b></p><p><b>Attorney, Calendar &amp; Deadline Management: </b></p><ul><li>Monitor and manage court and internal deadlines, scheduling orders and statues of limitations, to ensure timely filings and compliance.</li><li>Review court dockets regularly, track case activity, and maintain complete and up-to-date litigation files.</li><li>Coordinate attorney calendars, including hearings, depositions, mediations, client meetings, trial dates, and other case-related scheduling.</li><li>Coordinate meetings and maintain litigation scheduling priorities.</li><li>Assist attorneys with travel arrangements, expense reports, and other administrative support.</li></ul><p><b>Document, Filing &amp; Case Management: </b></p><ul><li>Prepare, format, proofread, and electronically file pleadings, motions, briefs, discovery materials, correspondence, and other legal documents in state and federal courts.</li><li>Maintain organized electronic and physical case files, ensuring documents are accurately filed and readily accessible.</li><li>Prepare engagement letters, open new client and matter files, and assist with case intake.</li><li>Draft legal correspondence and assist with document production, discovery, and other litigation support.</li><li>Maintain documents and matter information using the firm&rsquo;s document management system, including NetDocuments.</li><li>Ensure filings and legal documents comply with applicable court rules, procedures, and deadlines.</li></ul><p><b>Hearing, Deposition &amp; Trial Support</b></p><ul><li>Coordinate and assist with deposition, hearing, mediation, and trial preparation.</li><li>Prepare trial notebooks, witness lists, exhibit binders, and other materials necessary for hearings and trial.</li><li>Coordinate with court reporters, expert witnesses, vendors, and other external parties regarding case-related matters.</li></ul><p><b>Communication &amp; Administrative Support</b></p><ul><li>Communicate professionally with clients, courts, opposing counsel, court reporters, expert witnesses, vendors, and other parties regarding case-related matters.</li><li>Assist with billing and invoicing, including responding to client billing inquiries.</li><li>Provide cross-coverage for administrative team members, as needed.</li><li>Provide occasional front-office coverage, as needed.</li><li>Maintain confidentiality while exercising sound judgment and close attention to detail.</li></ul><p><b>Qualifications</b></p><ul><li>Five or more years of legal assistant experience in a law firm, preferably supporting civil or commercial litigation.</li><li>Strong knowledge of civil litigation procedures, court rules, legal terminology, and applicable filing requirements.</li><li>Experience managing litigation calendars, court deadlines, and multiple active matters with competing priorities.</li><li>Experience with electronic filing procedures in state and federal courts.</li><li>Working knowledge of applicable local litigation rules and procedures, including Rule 9A.</li><li>Excellent written and verbal communication skills.</li><li>Strong proofreading skills and close attention to detail.</li><li>Advanced proficiency with Microsoft Office, including Word, Outlook, and Excel.</li><li>Experience working with document management systems such as NetDocuments and with PDF software.</li><li>Strong organizational and time-management skills, with the ability to prioritize responsibilities and meet deadlines.</li><li>Ability to maintain confidentiality, exercise sound judgment, and handle sensitive information.</li><li>Ability and willingness to adapt to evolving workflows and technology.</li></ul><p><b>Compensation &amp; Benefits: </b></p><p>RIW offers a comprehensive benefits package as part of total compensation, including:</p><ul><li>Medical coverage (100% employee premium paid by RIW, plus reimbursement of eligible deductible expenses)</li><li>Dental coverage</li><li>Life Insurance</li><li>401 (k) match and profit sharing</li><li>Pre-tax commuter benefits</li><li>Hybrid schedule with one remote workday per week, consistent with firm policy</li><li>35-hour workweek with typical business hours Monday through Friday</li><li>Generous PTO</li></ul><p><b>Expected compensation range is in the mid $80s to low $90s, commensurate with experience and qualifications</b></p><p><b>About RIW</b></p><p>Joining Ruberto, Israel &amp; Weiner means becoming a part of a supportive team that values high-quality work and the people behind it. We offer a collegial, collaborative environment with opportunities to grow professionally while maintaining balance outside the office. Our exceptional employee benefits and people-centered culture reflect our commitment to long-term employee success.</p><p>Pay: $47.25 - $50.00 per hour</p><p>Benefits:</p><ul><li>401(k)</li><li>401(k) matching</li><li>AD&amp;D insurance</li><li>Dental insurance</li><li>Disability insurance</li><li>Flexible spending account</li><li>Health insurance</li><li>Life insurance</li><li>Paid sick time</li><li>Paid time off</li><li>Parental leave</li><li>Professional development assistance</li><li>Profit sharing</li><li>Referral program</li><li>Retirement plan</li></ul><p>Work Location: Hybrid remote in Boston, MA 02109</p>

Litigation Legal Assistant

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34 administrative assistant jobs In Boston

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Senior Executive Assistant - MGB Thoracic Surgery

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Litigation Legal Assistant