Executive Staff Assistant

OVERVIEW:

**This position is hybrid offering both on-site and remote work. Proposed schedule is 4 days onsite and 1 day remote. Actual details to be confirmed upon hire.

The Wellman Center for Photomedicine at Massachusetts General Hospital is seeking a Executive Staff Assistant candidate to manage and handle administrative activities in the Director’s office. The Executive Staff Assistant will work independently, receiving guidance and supervision from the Director. The candidate will also support the Director’s research team as well as performing miscellaneous administrative functions for the Center as a whole.

Principal Duties and Responsibilities for Director:

• Prioritize/summarize mail/email/phone and respond to all meeting requests.
• Maintain calendar and give daily updates.
• Liaison with other departments and Hospital and MGB Officials.
• Support Senior Administration Team.
• Draft letters and other correspondence with input of Director.
• Maintain list of approved laser users for Laser Safety Committee.
• Make travel arrangements as needed and review options with Director.
• Process travel reimbursements in a timely fashion.
• Set up meetings and arrange for conference room and AV.
• Assist with teaching responsibilities of Director: make PowerPoint slides of lectures, maintain course notes, organize files, keep records of exams, etc.

Primary duties for Director's research team:

• Maintain CVs and references.
• Assist with intellectual property management:
  • Maintain patent portion of investigators' CVs.
  • Work closely with MGB Innovation office and/or Wellman IP representative to ensure timely submission and processing of IP disclosures and patent applications.
  • Proofread patent applications.
  • Assist in writing patent disclosures.
• Assist with submission of manuscripts for publications, maintain reprints file.
• Prioritize/summarize mail/email/phone and respond to all meeting requests.
• Make travel arrangements as needed and review options with investigator.
• Process travel reimbursements in a timely fashion.
• Process reimbursements for all study patients (as needed).
• Set up meetings and arrange for conference room and AV.
• Perform editorial work for publications.
• Assist with teaching responsibilities of investigators: make PowerPoint slides of lectures, maintain course notes, organize files, keep records of exams, etc.
• Assist with new employee orientation.
• Provide extensive assistance with new grant applications and renewals.
• Minutes/Notes for lab group meetings and other technical and scientific meetings.
• Organize and maintain files of investigators.

Additional responsibilities:

• Act as a floor manager for Thier 2.
• Assists with administrative functions throughout the Wellman Center.
• Perform other duties as required.

Skills/Competencies Required:

• Excellent interpersonal/communication skills.
• Ability to handle sensitive/confidential information.
• Demonstrated a proficiency of Excel, Word, PowerPoint and Outlook and other computer programs.
• Possess strong writing, editing, language and grammar skills as well as an excellent command of the English Language.
• Outstanding organizational and problem-solving skills.
• Flexibility to handle multiple tasks and deadline pressures.
• Ability to work independently and as part of a team.

Licenses:

• Notary preferred.

Education:

• Bachelor's degree preferred

Experience:

• 3-5 years of administrative experience required

Supervisory: 1 FTE (Staff Assitant II)

Working Conditions: Work location is in the Director’s Office Thier 2 in an office setting within a large research center. This position is work from home flexible (schedule TBD).

Massachusetts General Hospital is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. 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.