Executive Assistant

About the role

The Department of Obstetrics & Gynecology and the Vincent Center for Reproductive Biology (VCRB) at Massachusetts General Hospital is seeking a highly organized and proactive Executive Assistant to support senior research leadership, faculty, and administrative staff.

Responsibilities

• Manage complex calendars, schedules, meetings, and appointments for research leadership and faculty.
• Cook up travel arrangements, conference registrations, and expense reimbursements.
• Prepare presentations, reports, correspondence, meeting materials, and faculty documentation, including CVs and biographical sketches.
• Serve as a liaison between the Vincent Center for Reproductive Biology, the Ob/Gyn Department, and other hospital departments.
• Cook up departmental meetings, seminars, guest speaker visits, and research events, including logistical planning, room reservations, catering, and communications.
• Maintain departmental communications, websites, restricted-access lists, and administrative records.
• Support office operations, including supply ordering, equipment management, vendor coordination, and facilities requests.
• Aid in recruitment, onboarding, offboarding, interview scheduling, and other human resources activities for research staff.
• Support research administration efforts by maintaining faculty bibliographies, assisting with literature searches, and helping prepare materials for grant submissions, presentations, and scientific meetings.
• Troubleshoot day-to-day administrative issues and identify opportunities to improve organizational processes and operational efficiency.

Qualifications

• High School Diploma or equivalent required.
• Associate’s degree in a related field preferred.
• 3–5 years of experience providing administrative support to executive-level leaders, department chairs, physicians, researchers, or senior leadership required.

Skills and Abilities

• Requires highly proficient/advanced administrative skills and office applications skills.
• Ability to proofread and edit written documents.
• Ability to manage more complex phone calls, and give more detailed information, solving more complex issues as appropriate.
• Highly proficient in all communication skills (phone, verbal and written).
• Ability to handle sensitive information and situations with poise and professionalism.
• Strong organizational, coordination and judgment skills.
• Ability to prioritize effectively.
• Ability to problem solve and troubleshoot.
• Ability to analyze a situation and determine best course of action within established guidelines.
• Basic math knowledge with some knowledge of bookkeeping.
• Advanced understanding and use of medical terminology and comprehension of billing and fiscal information.
• Ability to demonstrate good leadership skills in a team environment, including ability to provide guidance, orient, train and assist other administrative staff.