Administrative Assistant, II - Cambridge, United States - Massachusetts General Hospital

Description

Summary:

The Ragon Institute is a highly unique, innovative, and collaborative research center at the forefront of biomedical science. Founded by Massachusetts General Hospital, MIT, and Harvard, the Ragon vision is a bold one: to harness the power of the immune system to prevent and cure human disease on a global scale. This vision is pursued and advanced every day by a group of highly motivated individuals. The Ragon Institute, at every level, depends upon collaboration, compassion, dedication, and innovation.It is a results-oriented organization that seeks people who not only embrace these values but who thrive in teams and want to work in a dynamic environment.

Reporting to the Program Manager, Executive Administration, the Staff Assistant II, Special Projects will provide high-level administrative support to ensure the efficient and effective day-to-day functioning of the Executive Office within a dynamic, fast-paced environment. The Executive Assistant will provide a wide range of administrative tasks for senior-level staff that will include scheduling meetings, expense reporting and serving as a key point of contact for the Institute and other constituents.The Staff Assistant II, Special Projects will assist with internal/external events and individual projects assigned by the Program Manager, Executive Administration as well as the Executive Assistant, Director for efficient operation of the Executive office.They will work collaboratively with internal and external stakeholders while maintaining an upbeat and positive attitude that supports the mission of the Ragon Institute. This role will also work closely with senior faculty and group leaders to help drive our educational initiatives and strategy and ensure seamless implementation.

Job Duties:

·Provides confidential administrative support for the Program Manager, Executive Office, Executive Assistant to the Director and Executive Assistant to the Associate Director and the Executive team, which consists of Director and Associate Director

·Provides backup support to the Executive team when Program Manager, Executive Administration is absent

·Tracking and monitoring of the Executive team task lists with timely notification of deadlines

·Assists with Executive office coverage, including answering multiple phone lines, greeting visitors, creating presentations, and setting up video conferencing

·Serves as an administrative contact and liaison with other offices, individuals, and external institutions and agencies

·Assists in arranging domestic and international travel, hotels, and other travel logistical needs for the Executive team and visitors to the Institute

·Processes electronic reimbursements, invoices and vendor check requests as needed

·Maintains a filing system for the Executive team's files, paper and electronic, regarding correspondence, finances, associations and memberships, and other confidential and general documents

·Assists with function arrangements such as ordering catering, providing AV equipment, and scheduling of conference rooms

·Key point of contact for all Ragon Events, both internal and external

·Provide back up support for all Ragon sponsored events, including but not limited to vendor management, assistance with set up and break down and onsite, day-of event management

·Assist leadership in driving the educational strategy of the Institute; facilitate and support all educational programs at the Ragon Institute (including courses, internships, Fellowships, etc.)

·Collaborate with Ragon faculty members and the partner institute (MIT or Harvard) to support all administrative and logistical needs to plan and execute the classes and student programs

·Work with Ragon Faculty to plan, organize, and conduct weekly seminars; includes coordinating lodging for outside speakers, arranging schedule of meetings, moderating Q&A during seminars, and set up for weekly seminars

·Assist the executive office team in ensuring the quality of program delivery and providing excellent customer service to students, faculty and Ragon partners

·Assists Program Manager, Executive Office with the administrative organization of faculty visits including lodging arrangements, scheduling meetings, arranging dinners, escorting visitors and other tasks as assigned by Program Manager, Executive Office

·Assists Program Manager, Executive with the planning and execution of all Board Meetings, include conference room booking and set up, compiling materials, and escorting board members

·Assists Executive Assistant, Director with the logistics for the annual MIT Course in South Africa including travel logistics, materials, creating and maintaining budget, issuing e-payments and other tasks as assigned by Executive Assistant, Director

·Identify new ways to improve efficiency on planning and space management of educational programs

·Assists Executive Assistant, Director with the planning and logistics of the annual Scientific Advisory Board meeting including booking lodging, ordering meals, itinerary development and other tasks as assigned by Executive Assistant, Director

·Assist with development of the Ragon Community Outreach program, to cultivate relationships with new and/or existing partners, collaborators, and affiliates, engaging the broader scientific community to foster collaborations and to promote our brand and identity

·Provides back up coverage in the reception lobby

·Other duties assigned by Manager

Minimum degree and field of knowledge: High School diploma required; BS/BA preferred

Years experience required: 1+ years experience preferred

Qualifications:

The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with minimal supervision. This person must be sharp, personable, exceedingly well organized, attentive to detail, and must enjoy the administrative challenges of supporting three dynamic executives within a growing/changing environment. The individual must have the flexibility to interact with staff (at all levels) sometimes under pressure, remaining level-headed, proactive, resourceful and efficient, with a high level of professionalism and confidentiality. Expert level communication skills, and strong decision-making ability are equally important.

The above job description details the major duties and qualifications of the listed position. The individual hired to this position confirms that they are able to perform all duties outlined. Although the specific duties and responsibilities of this position may vary slightly, the supervisor of this position will ensure that the individual hired to this position is trained and qualified to complete each task assigned.

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.

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