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Executive Staff Assistant
- (3282893)
General Summary/Overview Statement:
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:
Primary duties for Director's research team:
1. Maintain CVs and references.
2. Assist with intellectual property management:
3. Assist with submission of manuscripts for publications, maintain reprints file.
4. Prioritize/summarize mail/email/phone and respond to all meeting requests.
5. Make travel arrangements as needed and review options with investigator.
6. Process travel reimbursements in a timely fashion.
7. Process reimbursements for all study patients (as needed).
8. Set up meetings and arrange for conference room and AV.
9. Perform editorial work for publications.
10. Assist with teaching responsibilities of investigators: make PowerPoint slides of lectures, maintain course notes, organize files, keep records of exams, etc.
11. Assist with new employee orientation.
12. Provide extensive assistance with new grant applications and renewals.
13. Minutes/Notes for lab group meetings and other technical and scientific meetings.
14. Organize and maintain files of investigators.
Additional responsibilities:
1. Act as a floor manager for Thier 2.
2. Assists with administrative functions throughout the Wellman Center.
3. Perform other duties as required.
Education:
Bachelor's Degree required.
Skills and Competencies Required:
Supervisory Responsibility:
1 FTE (Staff Assistant III)
Working Conditions:
Work location is in the Director’s Office Thier 2 in an office setting within a large research center.
Licenses, Certifications, and Registrations:
Notary preferred.
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.