administrative support specialist

American Arbitration Association

<div><p><b>Description</b><br>
</p><br>
<br>
<b>Mediation Support Specialist (Legal Services/Administrative Support) - 2026-71</b><br>
<br>
<b>Overview</b><br>
You will work with a dedicated group of professionals and will be responsible for providing administrative support on mediation cases in accordance with the rules and procedures of the AAA and applicable law. This is an exciting opportunity for an individual seeking a legal career who prides themselves on professionalism, client service, communications abilities, and problem-solving skills.<br>
<br>
This is a fully remote position. The successful candidate will reside within a 125 mile radius of their assigned AAA office. The position's starting annual salary range is based upon location, with quarterly incentive opportunities.<ul><li>
San Antonio, TX | Charlotte, NC | Miami, FL - $49,500 - $52,000</li><li>
Atlanta, GA | Buffalo, NY | Dallas, TX - $52,000 - $55,500</li><li>
Johnston, RI | Houston, TX | Minneapolis, MN- $53,000 - $56,500</li><li>
New York, NY - $62,000 - $65,500</li><li>
Chicago, IL | Voorhees, NJ - $55,000 - $59,000</li><li>
Boston, MA | Piscataway, NJ - $58,000 - $61,500</li></ul>
The American Arbitration Association (AAA) is the leading provider of arbitration and mediation dispute resolution services, and has consistently been named one of the 50 best non-profits to work for by the Non-Profit Times, our employees enjoy rewarding careers in a fast-paced, results-driven environment. We offer a competitive compensation package, including incentives. Eligible employees also participate in a comprehensive benefits program that includes medical, dental, orthodontia, vision coverage, student loan repayment, 403(b) retirement plan with substantial company match, discounted pet insurance, and generous paid-time-off benefits.<br>
<br>
<b>RESPONSIBILITIES:
</b><ul><li>Assists in administering mediation cases; communicates regularly with parties, party representatives, and mediators by telephone, email, video conferencing, and letter; performs scheduling and other administrative tasks.</li><li>
Understands and applies respective rules and procedures for administering mediation cases, including fee and billing policies; interprets and determines their appropriate application to assigned cases.</li><li>
Maintains and updates case files, records, and documents in the online case management system (PRISM).</li><li>
Ensures confidentiality of case information and case records; adheres to the AAA's information security and data privacy policies, procedures, and practices.</li><li>
Assists in coordinating, initiating, and administering conference calls and video conferences.</li><li>
Applies correct case fee schedules; accurately calculates and allocates billings/cancellations based on fee schedules and contractual agreements; explains fee calculations and billing processes to customers.</li><li>
Prepares and sends electronic and written communications to parties, party attorneys, and mediators.</li><li>
Proactively identifies case management issues and informs management; takes appropriate action to resolve them as appropriate.</li><li>
Responds to inquiries from clients, client representatives, and panelists in a timely and courteous manner; assists managers with informing and educating clients and client representatives on ADR processes.</li><li>
Provides feedback to management regarding interaction with mediators.</li><li>
Demonstrates regular, reliable, and predictable job attendance.</li><li>
Attends on-site and in-person meetings and training sessions.</li></ul><br>
<b>
EDUCATION AND EXPERIENCE</b><br>
<br>
Associate's degree in business or related discipline; three years of relevant work experience (e.g. customer service, case administration, legal environment); or an equivalent combination of education and work experience.<br>
<br>
<b>KNOWLEDGE, SKILLS, &amp; ABILITIES</b><br>
<ul><li>
Proficiency in reading and interpreting various documents, including legal files, business correspondence, and procedure manuals.</li><li>
Demonstrates strong written communication skills for reports and correspondence.</li><li>
Communicates effectively verbally, both in person and via telephone, with diverse stakeholders such as customers, attorneys, arbitrators, mediators, and colleagues.</li><li>
Intermediate proficiency with Microsoft Outlook, Word and web-based case management systems.</li><li>
Intermediate proficiency in Microsoft Excel, including functions such as pivot tables, formulas, and data analysis tools to maintain, interpret and present complex data effectively.</li><li>
Experienced in data management, with the ability to organize and maintain large datasets, ensuring accuracy and efficiency in reporting and decision-making processes.</li><li>
Ability to maintain composure and professionalism when dealing with challenging situations or difficult individuals.</li></ul><p></p><p><i><br>
The American Arbitration Association is an equal opportunity employer (EEO) and considers all employees and applicants for positions without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, or status as a covered veteran in accordance with applicable federal, state and local laws.</i></p></div>

Mediation Support Specialist (Legal Services/Administrative Support)

Opensity solutions

<div><p>Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.</p><h1 class="jobSectionHeader"><b><br>
We are seeking a professional and customer service focused Service Specialist to join the Opensity Solutions team at our law firm client's downtown office. In this pivotal role you will provide various administrative support which may include copy, print, mail, hospitality, facilities and receptionist services. If you thrive in a professional business environment and seek to join an organization with true career growth opportunities, we invite you to apply to join our dynamic team.</b></h1><p></p><p><b>
Essential Job Responsibilities</b></p><ul><li><p><b>
Copy Services </b>includes accurately producing copy, print and scan projects per written instructions</p></li><li><p><b>
Reception </b>includes answering incoming telephone calls and routing to the appropriate person, will greet and announce visitors in a friendly and professional manner</p></li><li><p><b>
Hospitality Services </b>includes coordinator and upkeep of client conference rooms, common areas and kitchens. Inspect and ensure that all rooms are clean, stocked with supplies and ready for continual use. Organize and distribute client kitchen supplies. Maintain inventory control and order supplies as needed.</p></li><li><p><b>
Floor Coordination </b>includes the upkeep of copy rooms and stocking of general supplies, delivery of paper, and basic daily maintenance</p></li><li><p><b>
Facilities Services </b>may include hanging pictures, small office moves, cleaning services and communication with key client contacts regarding building/equipment concerns.</p></li></ul><p></p><p><b>
Qualifications &amp; Requirements</b></p><ul><li><p>
High School Diploma or GED</p></li><li><p>
Minimum of 1 year work experience in a customer services field</p></li><li><p>
Ability to multitask with attention to detail</p></li><li><p>
Ability to resolve issues with professionalism and tact</p></li><li><p>
Ability to lift or move 40 lbs. or greater</p></li><li><p>
Ability to grasp, lift or carry packages on a standard wheeled cart with a load capacity of 75 lbs.</p></li><li><p>
Ability to walk, bend, kneel, stand or sit for an extended period of time</p></li></ul><p></p><p>
The Compensation range for this role is up to 24.00 USD per hour. Actual compensation within that range will be dependent upon the individual's location, skills, experience and qualifications.</p><p></p><p>
Opensity is an Equal Opportunity Employer.</p><p>
We are committed to providing equal employment opportunities to all applicants and employees and do not discriminate on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.</p><p>
Employment decisions at Opensity are based on qualifications, merit, and business needs. This policy applies to all aspects of employment, including recruitment, hiring, promotion, compensation, training, discipline, and termination.</p><p>
Opensity is committed to providing reasonable accommodations for qualified individuals with disabilities, for pregnancy related conditions, and for sincerely held religious beliefs, in accordance with applicable law. We do not tolerate retaliation against individuals who raise concerns or participate in an investigation related to equal employment opportunity.</p></div><p></p>

Service Specialist

Massachusetts General Hospital

<div>Site: The General Hospital Corporation<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 Bigelow 12- Clinical Decision Unit is a thirty-one-bed new admission pathway that currently serves general medicine patients identified as &ldquo;short stay,&rdquo; defined as those requiring inpatient-level care from 48 to 72 hours.<br>
<br>
Schedule
<br>
<ul><li>36 hours per week | (3) 12-hour shifts
</li><li>Days | 7am &ndash; 7pm</li><li>Rotational holiday and weekend schedule</li></ul><br>
The Opportunity: Unit Coordinator &ndash; Clinical Decision Unit-Bigelow 12 Short stay<br>
<br>
Essential Functions (Key Roles &amp; Responsibilities)<br>
<br>
<ul><li>Provides administrative support to unit-based and hospital-wide clinicians and staff in an inpatient unit, functioning as the liaison between the patient, visitors and the clinicians.
</li><li>Expected to effectively organize priorities, complete tasks on time and to manage confidential patient information.</li><li>Responsible for partnering with nursing to coordinate the day-to-day patient flow including communication to key players regarding patient admissions, discharges and transfers.
</li><li>Also expected to provide outstanding services for every customer interaction.
</li><li>Actual job duties may vary by department.</li></ul><br>
<ul><li>Performs clerical and other duties to assist in the general administration of the floor or unit.</li><li>Greets and interacts with patients, families, visitors and coworkers in person and via communication tools in a professional manner.</li><li>Receives, prioritizes, organizes and manages information at the central nursing station, and throughout the unit.</li><li>Schedules consultations, tests, procedures, and patient transport to other departments.</li><li>Enters into electronic medical record accurate and timely information about admissions, discharges and transfers to facilitate efficient patient throughout the unit.</li><li>Contacts ancillary service departments to obtain equipment, services and supplies; tracks status and location; uses designated process for identifying and facilitating repairs.</li><li>May assist manager with payroll duties or scheduling of staff, or supervision of unit secretaries. Duties may vary by department</li><li>Performs other duties as assigned Complies with all policies and standards</li></ul><p></p><div><div><div><div><div><div><div><p><b><br>
Qualifications</b></p></div></div></div></div></div></div></div>
Education High School Diploma or Equivalent required or Associate's Degree Related Field of Study preferred Can this role accept experience in lieu of a degree? No Licenses and Credentials Certified Health Unit Coordinator - National Association of Health Unit Coordinators (NAHUC) preferred Experience Administrative support experience 2-3 years required Knowledge, Skills and Abilities - Proficiency with office procedures and equipment i.e. filing, copying, scanning, printing and faxing. - Proficiency in MS Office. - Ability to proofread and edit written documents. - Ability to use phone system. - Managing one's own time and the time of others. - Strong verbal &amp; written communication skills. - Strong interpersonal, written and oral skills. - Ability to use standard office equipment. - Familiarity with medical terminology.<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>
90 Blossom 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>
36<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>
$18.58 - $26.58/Hourly<p></p><p><b><br>
Grade</b></p>
3<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>
1200 The General Hospital Corporation 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>

Unit Coordinator | MGH-Clinical Decision Unit

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>
The Administrative Assistant for the Neil and Elise Wallace STRATUS Center for Medical Simulation at Brigham and Women&rsquo;s Hospital supports the day-to-day operations of the Center. STRATUS is a multidisciplinary medical simulation center located at a Harvard Medical School affiliated teaching hospital, providing education, assessment, and research opportunities to a wide variety of users. In this role, the Administrative Assistant reports directly to the STRATUS Center&rsquo;s Senior Program Manager - Education.<p></p><div><div><div><div><div><div><div><p><b><br>
Qualifications</b></p></div></div></div></div></div></div></div><p><b>
General Center Support</b></p><p></p><ul><li>
Serve as the front desk receptionist and call receiver for the Center.</li><li>
Support and/or manage STRATUS Center calendar meetings and calendar access (including courses, meetings, tours, etc.), and general STRATUS email communications.</li></ul><ul><li>
Support organization of office information systems, both paper-based and electronically via shared file spaces, including the collection and storage of video recording permission form.</li><li>
Maintain and update computer and staff directories as described in the STRATUS Administrative Policies and Procedures Manual.</li><li>
Support the Medical Director with scheduling and other administrative tasks, as needed.</li><li>
Assist in staff onboarding and offboarding as described in the STRATUS Administrative Policies and Procedures Manual.</li><li>
Maintain computer, laptop and printer assets as described in the STRATUS Administrative Policies and Procedures Manual.</li><li>
Maintain front desk/reception area, conference rooms and kitchen area appearance and organization, including ensuring cleanliness, supply monitoring and restocking, etc.</li><li>
Track general office supply needs, notifying the Program Coordinator when items need to be ordered.</li><li>
Assist other members of the team with general administrative duties (i.e. printing, laminating, label-making, sign creation, etc.).</li><li>
Support accreditation applications for the Society of Simulation in Healthcare (SSH) and others as necessary.</li><li>
Assist with receiving donations.</li><li>
Assist the Administrative Director in tracking Center financial expenses.</li><li>
Other duties as needed.</li></ul><p></p><p><b>
Education Team Support
</b></p><ul><li>Coordinate with Education Team and Operation Team members and internal/external instructors and faculty to schedule courses.</li><li>
Monitor Activity Intake Forms and triage as appropriate.</li><li>
Update/track course development in Curriculum in Development Smartsheet.</li><li>
Maintain course catalog/all curriculum documentation in STRATUS shared folders, including updating calendar appointments with appropriate curriculum.</li><li>
Provide evaluation and participation data to instructors/faculty upon request.</li><li>
Support the Education Team Meeting, including:<ul><li>
scheduling; agenda preparation; taking, distributing and filing meeting minutes.</li><li>
collecting, maintaining, and updating monthly educational metrics</li><li>
managing and maintaining year-to-date educational metrics</li></ul></li><li>
Participate in the implementation and maintenance of the STRATUS Moodle system, including:<ul><li>
Moodle course creation.</li><li>
day-to-day kiosk and user profile management, including supporting learners&rsquo; system needs and troubleshooting associated problems.</li><li>
reconciling attendance data as needed.</li><li>
sending profile creation emails to course contacts one week prior to course run date.</li></ul></li></ul><ul><li>
Support the use of the Arcade&rsquo;s computer-based simulators including creation, management of user accounts for this equipment and providing general orientation to new learners<ul><li>
Provide and submit badge access request forms for Arcade access.</li></ul></li><li>
Support and participate in the Simulation Review Committee.</li><li>
Support the Curriculum in Development Committee.</li></ul><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>
10 Vining 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>
$17.71 - $24.28/Hourly<p></p><p><b><br>
Grade</b></p>
2<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 I

<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

University of Massachusetts Boston

<p></p><div><div><b>Job no:</b> 529982<br>
<b>Position Type:</b> Staff Full Time<br>
<b>Campus:</b> UMass Boston<br>
<b>Department:</b> VC-Student Affairs<br>
<b>Pay Grade:</b> 32<br>
<b>Date opened:</b> 23 Jun 2026 Eastern Daylight Time<br>
<b>Applications close:</b> 24 Jul 2026 Eastern Daylight Time</div><div><br>
<div></div><div><b>General Summary:</b></div>
<div>
Reporting directly to the Division of Student Affairs Director of Finance and Administration, the Assistant Director of Administration and Finance will be part of the Division of Student Affairs Administration and Finance Unit. The incumbent will assist the Director of Finance and Administration with the following departments: Student Affairs Technology Services, Student Multicultural Affairs, UMass Boston Police Department, University Health Services, and Urban and Off-Campus Support Services.</div><br>
<div></div>
<div>
The Assistant Director serves as the primary administrative and financial liaison for these departments, overseeing day- to-day operations, addressing complex administrative and financial issues, and ensuring compliance with university, state, and federal policies and guidelines. The role requires substantial independent judgment, discretion, and the ability to interact professionally with students, faculty, staff, and the public, often in a fast-paced environment.</div><br>
<div></div>
<div><b>
Examples of Duties:</b></div>
Assist the Division&rsquo;s Director of Finance and Administration with all departments within the Administration and Finance Unit, as needed;<br>
<div></div>
Assist the division&rsquo;s Director of Finance and Administration with managing all aspects of budget and finance, procurement, and human resources functions for Student Affairs Technology Services, Student Multicultural Affairs, UMass Boston Police Department, University Health Services, and Urban and Off-Campus Support Services;<br>
<div></div>
Collaborate closely with the Division&rsquo;s Director of Finance and Administration to implement administration and finance policies and procedures, ensuring compliance with university and state requirements<ul><li>;</li></ul><br>
<div></div>
Assist the division&rsquo;s Director of Finance and Administration with providing trainings to employees for administration and finance systems; procedures, and best practices<ul><li>.</li></ul><br>
<div></div>
Work closely with dotted line reports to the division&rsquo;s Director of Finance and Administration<ul><li>;</li></ul><br>
<div></div>
Prepare and write reports, memos and other documents on a wide-range of administrative and financial issues<ul><li>;</li></ul><br>
<div></div>
Serve as back-up, when the division&rsquo;s Director of Finance and Administration is not available<ul><li>;</li></ul><br>
<div></div>
Maintain confidentiality regarding all work related to each department<ul><li>;</li></ul><br>
<div></div>
Perform other duties as assigned<ul><li>.</li></ul><br>
<div></div>
<div><b>
Qualifications:</b></div>
<div>
Bachelor&rsquo;s Degree in finance, business, accounting or a closely related field preferred, and a minimum of three-five (3-5) years of direct experience in administrative operations and human resources management, preferably in a higher education setting, is required; Demonstrated success in developing and maintaining operational systems for effective budget and personnel management, including complex data analysis and reporting is required. Proficiency with PeopleSoft, Banner and/or other human resource/financial management information systems is required. Strong organizational, problem solving and decision-making skills with proven ability to prioritize, organize, negotiate, coordinate and complete multiple projects according to established timelines is required. Ability to effectively and efficiently work in a team capacity with a wide range of constituencies across departmental lines to accomplish Divisional, departmental and program goals is required.</div>
Proficiency with Microsoft Office and other standard administrative software and financial reporting systems<ul><li>;</li></ul><br>
<div></div>
Ability to analyze data and other information utilizing and maintaining spreadsheets and databases<ul><li>;</li></ul><br>
<div></div>
Ability to develop and bring to completion multiple assignments concurrently<ul><li>;</li></ul><br>
<div></div>
Ability to work independently and to respond flexibly to changing events<ul><li>;</li></ul><br>
<div></div>
Ability to effectively manage complex financial and human resource situations<ul><li>;</li></ul><br>
<div></div>
Ability to handle and upload the confidentiality of the division<ul><li>;</li></ul><br>
<div></div>
Strong quantitative, budget and analytical skills<ul><li>;</li></ul><br>
<div></div>
Strong oral and written communication skills<ul><li>;</li></ul><br>
<div></div>
Strong interpersonal skills, including the capacity to work cooperatively with a wide range of individuals<ul><li>;</li></ul><br>
<div></div>
Strong commitment to customer service<ul><li>.</li></ul><br>
<div></div>
<div><b>
For Professional Unit Positions</b>:</div>
Is this job required to be on-call? N<ul><li>o</li></ul><br>
<div></div>
<div><b>
Application Instructions:</b></div>
<div>
Please apply online with your resume, cover letter and list of three professional references.</div>
<div>
Review of candidates will begin following the application closing date.</div>
<div><b><i>
Only Internal candidates in the Professional Staff Bargaining Unit will be considered during the first 10 business days of the posting. All other candidates will be considered after that period.</i></b></div></div></div><p></p>

Assistant Director of Administration and Finance

Merck KGaA

<p></p><div><p>Work Location: Boston, Massachusetts<br>
Shift:<br>
Department: HC-NA-F US Fertility<br>
Recruiter: Katherine Nicolosi</p><p><b><br>
This information is for internals only. Please do not share outside of the organization.</b></p><p></p><div><b><br>
Your Role:</b></div><div></div><div><br>
Are you an organized, proactive professional who thrives in a fast-paced, science-driven environment? We are seeking a highly skilled and motivated Executive Coordinator to provide exceptional support to the SVP of Fertility, VP of US Fertility Marketing and the VP of US Fertility Sales (US Fertility Leadership team). The Executive Coordinator advances the operational effectiveness of the US Commercial Fertility organization by providing executive-level administrative support, ensuring consistent administrative processes, and overseeing communication platforms for aligned messaging and internal engagement while acting as the voice and face of the department. The role also strengthens culture and capability through coordination of team meetings, onboarding, recognition programs, and acts as a trusted advisor and integrator to keep the teams aligned and informed. This Executive Coordinator role also provides the unique opportunity to support high-impact responsibilities including congress/meeting planning and developing strategic content and slides in support of the US Fertility Leadership team and organizational initiatives. If you are a self-starter who brings executive presence, creative problem-solving, and a commitment to excellence, we want to hear from you.</div><ul><li>
Manage complex, high-volume calendars for the US Fertility Leadership team including scheduling across multiple time zones and prioritizing competing demands.</li><li>
Coordinate the US Fertility Leadership team domestic and international travel arrangements, including detailed itineraries, visa requirements, and expense reporting in compliance with company policies.</li><li>
Serve as a primary point of contact and liaison between the US Fertility Leadership team and internal/external stakeholders including cross-functional teams, executive leadership, and external partners.</li><li>
Organize and support team meetings, all-hands, and leadership forums: prepare agendas, capture meeting minutes, track action items, and drive follow-through.</li><li>
Serves as a trusted key resource for commercial field team members by coordinating onboarding activities, supporting team meetings and ongoing operational needs.</li><li>
Maintain confidential files, records, and organizational charts; manage document control and version tracking.</li><li>
Onboard new team members administratively; manage purchase orders, vendor contracts, and budget tracking support.</li><li>
Anticipate needs and proactively address administrative gaps, serving as a trusted partner to both SVP and other leaders.</li><li>
Prepares and facilitates structured team meetings end-to-end: pre-align agendas and clear asks, ensure all critical topics are covered or delegated, facilitate on-time meetings, capture minutes and actions, and drive timely follow-up and decision tracking; keeps KPIs and budget planning on track.</li><li>
Provides ad-hoc support to other leaders in the departments as needed.</li><li>
Create, design, and refine executive-quality PowerPoint presentations and supporting materials for initiatives, leadership forums, quarterly business reviews, and external engagements.</li><li>
Assist with the development and editing of communications including town hall presentations, strategic updates, and org announcements.</li><li>
Maintain a library of reusable content assets, templates, and branded materials.</li><li>
Support preparation of materials for senior leadership meetings, board-level updates, and cross-functional governance forums.</li><li>
Support the coordination and/or preparation for internal and external events including large department/multi-department meetings, customer meetings, and conferences</li><li>
Other duties as assigned.</li><li>
Will work on-Site at the Boston Seaport office 3 days per week with up to 10% travel</li></ul><div></div><div><b><br>
Who You Are</b></div><div><b>
Minimum Qualifications:</b></div><br>
<div></div><ul><li>
Bachelor&rsquo;s degree
</li><li>5+ years of experience as an Executive Assistant, Administrative Business Partner, or supporting senior leaders in a corporate environment.</li><li>
2+ years of advanced proficiency in Microsoft Office Suite (PowerPoint, Outlook, Excel, Word, Teams); with the ability to create polished, visually compelling presentations independently.</li></ul><div><b>
OR</b></div><ul><li>
High School or GED
</li><li>7+ years of experience as an Executive Assistant, Administrative Business Partner, or supporting senior leaders in a corporate environment</li><li>
2+ years of advanced proficiency in Microsoft Office Suite (PowerPoint, Outlook, Excel, Word, Teams); with the ability to create polished, visually compelling presentations independently.</li></ul><div></div><div><b><br>
Preferred Qualifications:</b></div><br>
<div></div><ul><li>
Familiarity with HCP compliance requirements, Sunshine Act regulations, and MLR processes.</li><li>
Experience supporting pharmaceutical and biotech congress planning for major meetings (e.g., ESHRE, ASRM, ASCO, ESMO, AACE, ENDO, or similar)</li><li>
Proficiency with collaboration and project management tools (e.g., SharePoint, Smartsheet, Concur, Workday, Veeva).</li><li>
Ability to work with a high degree of autonomy and exercise sound judgment with minimal supervision.</li><li>
Excellent interpersonal skills with ability to work effectively in a diverse, inclusive, and highly matrixed organization.</li><li>
Understanding of the need for change and flexibility in supporting leaders through organizational evolution.</li><li>
Ability to communicate openly and share information to foster trust while encouraging constructive debate, making informed decisions, and ensuring shared commitment to outcomes.</li><li>
Demonstrated willingness to take risks and stand up for what is right while prioritizing the needs and experiences of customers and patients in all decisions.</li><li>
Commitment to setting and reaching ambitious goals and setting high standards while acting in the best interest of the company and taking initiative to drive results.</li><li>
Uphold ethical standards and being honest in all interactions.</li><li>
Ability to streamline processes to focus on what matters and creates impact and acting quickly to adapt to changes.</li><li>
Demonstrated ability to embrace new ideas, challenge the status quo, and seek innovative solutions while valuing diverse perspectives and treating others with respect and dignity.</li><li>
Pharmaceutical/biotech experience.</li><li>
Demonstrated excellence in managing complex calendars, travel logistics, and executive-level communications.</li><li>
Proven experience planning and executing events, meetings, or congresses.</li><li>
Strong project management skills: ability to prioritize, multi-task, and meet deadlines in a fast-paced, matrixed environment.</li><li>
Exceptional written and verbal communication skills; professional, polished, and discreet.</li><li>
High degree of integrity and ability to handle sensitive and confidential information with absolute discretion.</li></ul><div></div><div><br>
Pay Range for this position: $41.00 per hour -$63.00 per hour</div><div></div><div><br>
The offer range represents the anticipated low and high end of the base pay compensation for this position. The actual compensation offered will be determined by factors such as location, level of experience, education, skills, and other job-related factors. Position may be eligible for sales or performance-based bonuses. Benefits offered by the Company include health insurance, paid time off (PTO), retirement contributions, and other perquisites. For more information click here.</div><p></p><p><b><br>
What we offer: </b>We are curious minds that come from a broad range of backgrounds, perspectives, and life experiences. We believe that this variety drives excellence and innovation, strengthening our ability to lead in science and technology. We are committed to creating access and opportunities for all to develop and grow at your own pace. Join us in building a culture of inclusion and belonging that impacts millions and empowers everyone to work their magic and champion human progress!</p><p></p><p><br>
Apply now and become a part of a team that is dedicated to Sparking Discovery and Elevating Humanity!</p></div><p></p>

Executive Coordinator, US Fertility

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