Responsible for providing administrative support for the Chief Operating Officer. Highly visible role, which serves as the first point of contact for key information and issues being brought to the attention of the Chief Operating Officer. Maintains a close and highly responsive relationship with his/her executive to ensure the effective management of schedules, meetings and other key issues that contribute significantly to the successful operations of the department. Additionally, provides coverage for other designated senior executives on an as needed basis and will also perform general administrative duties in support of the Office of the President.Demonstrates ability to effectively set priorities, make decisions and work in a fast paced environment. Must be competent, self-motivated and able to work independently receiving minimal supervision and guidance. Demonstrates proficiency in using Microsoft Word, Excel PowerPoint and ability to quickly learn other information systems used within the institution. Works professionally with co-workers, customers, and other Mass General Brigham affiliates. Able to effectively interface with all levels of staff in the hospital and across Mass General Brigham.Responsible for maintaining a highly proficient and professional image of Physician’s Organization by cooperating with hospital staff to achieve goals and maintain good employee relations, interdepartmental relations and public relations.Arrange and schedule appointments, meetings, interviews. Keep his/her executive informed regarding the content of his/her calendar. Send out timely notification of scheduled meetings, make arrangements for meeting site and attend to other details as appropriate. Make travel arrangements for out-of-town conferences or seminars.Assemble materials and compile data for preparation of administrative and operational reports required by the executives, various regulatory and governmental agencies, or other appropriate parties.Assist in the preparation for presentations, including overheads, PowerPoint slides, and talking points.Compose letters and or memoranda as appropriate from notes, verbal instructions or independently from knowledge of circumstances and policy.Screen inner office telephone calls on busy phone lines, triage and answer routine inquiries in accordance with established policy and procedure. Expedite priority matters.Maintain computerized schedule; administer voice mail, e-mail and other office technologies.Greet people coming into the office, ascertain their needs and escort or direct them to the appropriate person or office.Function as liaison with senior staff in keeping track of daily issues for the attention of his/her executive. Interact daily with senior hospital administrators and chiefs of service.Meet regularly with his/her executive concerning assignments, policies and procedures, assigned projects, and related problems. Keep them informed of department activities, schedule of appointments, project progress and department problems and needs.Set up and maintain files of administrative correspondence, reports, and records. Maintain confidential personnel records.Review travel and entertainment expenses and check request invoices submitted by senior staff for approval.Make decisions relative to routine administrative matters and complete clerical detail of the office.Monitors and coordinates maintenance required offices and conference rooms.Monitor and requisition office supplies and other materials as directed for the office suite.Manage scheduling for administrative conference rooms Provide administrative support coverage to other senior executives as required Other tasks as assigned.QualificationsHigh school diploma required. Graduate of an accredited college or secretarial science program preferred.Minimum of five years of related office experience required.Notary preferredThe incumbent must:demonstrate excellent interpersonal, communications organizational and problem-solving skills along with exceptional attention to detail and follow-throughwork independently, be a self-starter, be able to anticipate others’ needs, exercise good judgment, discretion, and maintain strict confidentialitywork effectively within a changing environment, develop timelines, and meet deadlinesbalance multiple tasks and competing prioritieswork effectively in a team environmentbe highly proficient with Microsoft Office applications (Word, PowerPoint, Excel) and other hospital information systems.expertise in, or familiarity with, Access or other relational databases preferredpossess strong writing, editing, language and grammar skills evidenced through day to day emails, phone calls, meeting minutes and other methods of correspondence with the public.demonstrate exceptional customer service skills
