Sr. Executive Assistant, MGB Thoracic Surgery

Essential Functions

• Provide comprehensive executive-level administrative support to the Chief of MGB Thoracic Surgery, including proactive calendar management, strategic scheduling, and prioritization of competing system-wide demands.

• Coordinate and support high-level meetings, including division leadership meetings, integration councils, search and advisory committees, and external stakeholder engagements; prepare agendas, briefing materials, presentations, and follow-up summaries.

• Serve as a central coordination point across MGB entities (e.g., MGH, BWH, system offices), facilitating communication on behalf of the Chief with physicians, senior administrators, and external partners.

• Draft, edit, and manage confidential correspondence, executive summaries, presentations, letters and reports related to clinical operations, academic programs, research initiatives, and strategic integration efforts.

• Manage travel arrangements, itineraries, and logistics for internal and external engagements, including conferences, academic meetings, and system leadership activities.

• Maintains chief's current CV information

• Monitors chief's state license, DEA/MSCR certification, and Society Memberships and renew when necessary

• Coordinate any special functions requested by chief

• Maintain sensitive and confidential information with the highest degree of professionalism, discretion, and integrity; frequently handle matters of strategic, financial, personnel, and reputational importance.

• Track priorities, deadlines, and deliverables for the Chief; follow up independently to ensure timely execution of action items across multiple workstreams.

• Support financial and administrative processes, including expense reconciliation, reimbursements, payroll coordination, and basic budget tracking for the Chief and designated leadership activities.

• Remain knowledgeable of MGB policies, procedures, and governance structures; interpret and communicate the Chief's intent accurately to diverse stakeholders.

• Partner closely with other senior administrative leaders and executive assistants across MGB to ensure alignment, coordination, and smooth execution of system-wide initiatives.

• Provide guidance, orientation, and informal leadership to other administrative staff as needed, particularly in the context of integration, new initiatives, or leadership transitions.

• Complete routine and non-routine tasks with minimal supervision, exercising sound judgment and initiative in a fast-paced, high-expectation environment.

• projects assigned by chief, AD, Manager, etc (recruitment, promotions, other projects and evens as assigned)

• Research assistance and coordination with Research Manger on behalf of Chief; tasks as simple as literature searches to assisting in editing and preparation for publication, to monitoring financial accounts and creating budgets

Education
Associate's Degree Related Field of Study required or Bachelor's Degree Related Field of Study preferred

Can this role accept experience in lieu of a degree?
No

Licenses and Credentials

Experience

• Experience as an Administrative Assistant to Executive or Chair/Chief or Senior Leader 5-7 years required

• Demonstrated experience supporting leaders with system-level, multi-site, or matrixed responsibilities strongly preferred.

Knowledge, Skills and Abilities

• Highly proficient/advanced administrative and executive support skills, including expert use of office and collaboration applications.

• Exceptional written and verbal communication skills, with the ability to proofread, edit, and synthesize complex information for executive audiences.

• Strong organizational skills with the ability to manage multiple high-priority initiatives simultaneously.

• Ability to exercise independent judgment, anticipate needs, and proactively resolve issues within established guidelines.

• Demonstrated professionalism and poise when handling sensitive, complex, and confidential matters.

• Advanced ability to manage complex communications, including high-level phone calls and inquiries requiring discretion and judgment.

• Strong problem-solving, troubleshooting, and analytical skills.

• Basic math and bookkeeping knowledge, including expense management and reconciliation.

• Working knowledge of medical terminology and familiarity with academic medicine, clinical operations, and healthcare finance strongly preferred.

• Ability to build effective working relationships across diverse clinical, academic, and administrative stakeholders.

• Demonstrated leadership behaviors, including the ability to guide, orient, and support other administrative staff in a team-based environment.

• Proficient with a wide range of computer applications and emerging technologies, including advanced use of productivity software, electronic health records, and artificial intelligence tools to streamline workflows and enhance decision-making.

This role is critical to the success of the MGB Thoracic Surgery enterprise and requires a high degree of trust, flexibility, discretion, and commitment to excellence. The Executive Assistant is expected to function as an extension of the Chief, representing the office with professionalism and credibility at all times.