Executive Assistant

Mass General Brigham (Enterprise Services)
United States, Massachusetts, Somerville
399 Revolution Drive (Show on map)
Mar 28, 2025
As a not-for-profit organization, Mass General Brigham (MGB) is committed to supporting patient care, research, teaching, and service to the community by leading innovation across our system. Founded by Brigham and Women's Hospital and Massachusetts General Hospital, MGB supports a complete continuum of care including community and specialty hospitals, a managed care organization, a physician network, community health centers, home care and other health-related entities. Several of our hospitals are teaching affiliates of Harvard Medical School, and our system is a national leader in biomedical research. Investment Office General Overview Mass General Brigham's Investment Office oversees all investment activity for MGB and invests primarily via partnerships with third party investment management firms. Our goal is to generate excellent long-term risk adjusted returns to support MGB's mission to improve the lives and health outcomes of patients globally. The Investment Office offers a collaborative, team-oriented environment. We strive to be nimble in our pursuit of exceptional investment opportunities, as well as our support of world-class investment partners. This is a hybrid position based in Boston/Somerville, MA. Executive Assistant Job Description MGB's Investment Office seeks to hire an Executive Assistant to support multiple investment staff members across numerous workflows. Executive Assistants are integral members of our small team and represent the Investment Office in interactions with our investment partners and vendors. This member of our team will report to the Director of Investment Administration. Executive Assistant responsibilities include, but are not limited to: Investment Team Support * Share responsibilities with another Executive Assistant to support a team of up to twelve investment professionals. * Manage calendars, schedule meetings, and maintain regular communication with investment managers and external parties. * Welcome guests and coordinate all logistics for in-office meetings. * Arrange complex domestic and international travel, including researching and securing necessary travel documents and visas. * Prepare, document, and submit expense reports related to travel and office activities. * Organize investment committee meetings and assist in prepping and uploading materials to a web-based portal. * Support recruitment efforts by coordinating interview schedules, communicating with external recruiters, and welcoming candidates. * Assist with meeting preparation by downloading and organizing materials from the internal document management system. * Submit meeting notes and investment manager referrals to the document management system. Office Coordination & Support * Stay informed on company processes and software systems, including Workday (expense management) and UKG (timekeeping). * Draft and edit work products when needed including correspondence, PowerPoint presentations, etc. * Identify and implement process improvements to improve efficiency and service quality. * Support the Office Manager with administrative tasks, including organizing and managing office equipment and supplies and ensuring timely invoice payments. Qualifications * Fluency in Microsoft suite of products, including Outlook, Word, Excel, and PowerPoint * Experience navigating the Workday platform is a plus * Demonstrated ability and willingness to learn new software skills (e.g., expense reporting, timekeeping, and document management products) * Bachelor's degree preferred but not required * At least 3 years' experience as an Executive Assistant in a high-paced office environment preferred Skills/Abilities/Competencies * Positive, can-do attitude with ability to work well under pressure; highly collaborative, service-oriented professional who represents MGB in a professional, courteous manner * Meticulous attention to detail and excellent organizational skills * Resourceful with strong problem-solving skills * Ability to independently prioritize high volume of tasks and manage competing priorities * Unquestionable ethics; manages confidential or sensitive information in an appropriate and professional manner * Strong interpersonal skills to communicate with cross functional teams and staff at all levels of the organization * Engages with appropriate urgency in situations that require quick response or turnaround Supervisory Responsibilities: No direct reports; may indirectly provide leadership and guidance to less seasoned and new staff. Fiscal Responsibility: No direct budgetary responsibility. Demonstrates fiscal responsibility by effectively using Mass General Brigham resources. This position is hybrid, and will require up to 3 days in office at Assembly Row in Somerville, MA. Mass General Brigham Incorporated is an Equal Opportunity 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.