Executive Assistant and Project Specialist
MGH Institute of Health Professions
Charlestown, MA
Full-time
Project Management
Posted on April 18, 2024
The Executive Assistant and Project Specialist reports to the Assistant to the President and directly supports work of the office of the President of the MGH Institute of Health Professions (the Institute). The individual in this position cultivates and maintains strong professional relationships with key personnel in all areas of the Institute. The Executive Assistant must be able to work both collaboratively and confidentially.
The Executive Assistant provides administrative support for the President including conference registration, travel arrangements, meeting preparation, transcribing meeting notes, maintaining spreadsheets and databases, and other administrative duties as assigned. The Executive Assistant tracks and processes purchase orders, check requests and business expense reports for the Office of the President. In coordination with the Assistant to the President, the Executive Assistant provides event support for Institute wide events throughout the academic year. The Executive Assistant assists with budget preparation and manages monthly budget reporting for the Office of the President. The Executive Assistant provides staff support to councils/committees including board committees as assigned. The Executive Assistant will also manage special projects as assigned by the Assistant to the President and/or the President. The incumbent will establish operational and project management support for high priority, high visibility projects.
DUTIES / RESPONSIBILITIES
- Arranges all travel for the President:
- a. Oversees itinerary planning
- b. Organizes the President’s travel folders
- c. Provide travel support for guests of the President visiting the Institute
- Tracks and processes business expense reports for the President’s Office.
- Provides back-up calendar management for the President in the absence of the Assistant to the President and/or for assigned priorities.
- Assists with budget preparation (provide budget expenditures for OTP and Trustees, preparation of cost centers’ revenue and expenses) and completes monthly variance reports. Provides monthly balances to Assistant to the President.
- Serves as the administrative staff coordinator for councils/committees as assigned, including the Finance Committee of the Board of Trustees
- a. Assists in the preparation of agendas and meeting materials
- b. Attends meetings
- c. Takes and transcribes meeting notes
- Assists Executive Director of Financial Services with meeting scheduling and minutes for the Budget Committee and Tuition & Fees Committee
- Conducts research and prepares reports, presentations and other materials as needed.
- Manages and prioritizes multiple tasks and projects simultaneously, while maintaining a high level of accuracy and attention to detail.
- Provides project management support to the Executive Sponsor for the Strategic Plan.
- Develops and oversees office process improvement and quality assurance efforts and advises the Assistant to the President on opportunities for institutional improvement and effectiveness.
- A member of the Commencement Committee, edits Commencement scripts and plans logistics of Commencement with the President.
- Provides event support by helping with Institute wide events throughout the academic year, including the Holiday Party, Board of Trustees’ receptions, Town Halls, and other events as assigned by the Assistant to the President.
- Responds to routine and complex inquiries for the President. Makes administrative decisions requiring a wide knowledge of the organization’s policy and practices.
- Performs other related duties incidental to the work described herein.
- Special projects as assigned.
- Normal office environment.
- Hybrid work environment with a minimum of three days per week on campus.
- Work Schedule 8:30 AM - 5:00 PM
Qualifications :
EDUCATION
- Bachelor’s degree required.
- Minimum 2-3 years’ experience in administration.
- Experience in dealing with high level staff.
- Experience in health care, higher education, or non-profit institutions preferred.
Strong attention to detail; strong communication and interpersonal skills; excellent writing skills; and the ability to prioritize. Will handle confidential institutional information; confidentiality and discretion are essential.
Technical Skills
Excellent computer skills with Microsoft Word, Excel, PowerPoint, Outlook and Project Management software. Familiar with standard office equipment. Strong editing and proofreading skills. Ability to create professional yet creative presentations.
Physical Capabilities
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to be mobile; able to use a computer; able to communicate orally. Specific vision abilities required by this job include close vision and the ability to adjust focus. Some travel is necessary in this position.
About MGH Institute of Health Professions
MGH Institute of Health Professions is a graduate school in Boston that provides entry-level and post-professional programs in Nursing, Communication Sciences and Disorders, Genetic Counseling, Occupational Therapy, Physical Therapy, and Physician Assistant Studies. The PhD in Rehabilitation Sciences and a PhD and Master of Science in Health Professions Education have been added in recent years to meet rising demand for highly educated health care professionals, educators, and researchers. Integrating classroom learning with research and clinical experience, the Institute grants doctoral degrees, master's degrees, awards certificates of advanced study, and offers continuing education to practicing professionals.
The IHP is the only degree-granting affiliate in Mass General Brigham (MGB), the largest private employer in the Commonwealth of Massachusetts. The Institute has been recognized multiple times by The Chronicle of Higher Education as a “Great College to Work For.” A leading health sciences educational institution, MGH Institute provides students with outstanding academic programs, many of which are ranked among the best in the nation.
MGH Institute of Health Professions has announced an organization-wide anti-racism initiative to think boldly about race and bring together all members of the IHP community to address systemic racial injustice as well as oppression more broadly. The plan seeks to create a supportive and inclusive campus environment and better support the diverse communities the school serves. We are excited about this new initiative and are hiring employees who are committed to justice, equity, diversity, and inclusion and will contribute to our anti-racism and anti-oppression approach.
