Senior Executive Assistant - MGB Thoracic Surgery

About the role

The Executive Assistant provides comprehensive administrative 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.

Responsibilities

• 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.
• Cook up 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.
• 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.
• Draft, edit, and manage confidential correspondence, executive summaries, presentations, letters and reports related to clinical operations, academic programs, research initiatives, and strategic integration efforts.
• Manage travel arrangements, itineraries, and logistics for internal and external engagements, including conferences, academic meetings, and system leadership activities.
• Maintains chief’s current CV information
• Makes sure chief’s state license, DEA/MSCR certification, and Society Memberships are up to date
• Coordinates any special functions requested by chief
• Maintains sensitive and confidential information with the highest degree of professionalism, discretion, and integrity; frequently handle matters of strategic, financial, personnel, and reputational importance
• Tracks priorities, deadlines, and deliverables for the Chief; follow up independently to ensure timely execution of action items across multiple workstreams.
• Supports financial and administrative processes, including expense reconciliation, reimbursements, payroll coordination, and basic budget tracking for the Chief and designated leadership activities.
• Remains knowledgeable of MGB policies, procedures, and governance structures; interpret and communicate the Chief’s intent accurately to diverse stakeholders.
• Partners closely with other senior administrative leaders and executive assistants across MGB to ensure alignment, coordination, and smooth execution of system-wide initiatives.
• Provides guidance, orientation, and informal leadership to other administrative staff as needed, particularly in the context of integration, new initiatives, or leadership transitions.
• Completes routine and non-routine tasks with minimal supervision, exercising sound judgment and initiative in a fast-paced, high-expectation environment.
• Projects assigned by chief, AD, Manager, etc (recruitment, promotions, other projects and evens as assigned)
• 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

Qualifications

• Associate's Degree in a related field required or Bachelor's Degree in a related field preferred
• Experience as an Administrative Assistant to Executive or Chair/Chief or Senior Leader 5-7 years required
• Demonstrated experience supporting leaders with system-level, multi-site, or matrixed responsibilities strongly preferred
• Highly proficient/advanced administrative and executive support skills, including expert use of office and collaboration applications
• Exceptional written and verbal communication skills, with the ability to proofread, edit, and synthesize complex information for executive audiences
• Strong organizational skills with the ability to manage multiple high-priority initiatives simultaneously
• Advanced ability to manage complex communications, including high-level phone calls and inquiries requiring discretion and judgment
• Strong problem-solving, troubleshooting, and analytical skills
• Basic math and bookkeeping knowledge, including expense management and reconciliation
• Working knowledge of medical terminology and familiarity with academic medicine, clinical operations, and healthcare finance strongly preferred
• Ability to build effective working relationships across diverse clinical, academic, and administrative stakeholders
• Demonstrated leadership behaviors, including the ability to guide, orient, and support other administrative staff in a team-based environment
• 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.