Executive Assistant To The Chief Legal Officer

As a not-for-profit organization, Mass General Brigham 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, Mass General Brigham 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.
We're focused on a people-first culture for our system's patients and our professional family. That's why we provide our employees with more ways to achieve their potential. Mass General Brigham is committed to aligning our employees' personal aspirations with projects that match their capabilities and creating a culture that empowers our managers to become trusted mentors. We support each member of our team to own their personal development-and we recognize success at every step.
Our employees use the Mass General Brigham values to govern decisions, actions, and behaviors. These values guide how we get our work done: Patients, Affordability, Accountability & Service Commitment, Decisiveness, Innovation & Thoughtful Risk; and how we treat each other: Diversity & Inclusion, Integrity & Respect, Learning, Continuous Improvement & Personal Growth, Teamwork & Collaboration.
General Overview
The Executive Assistant (EA) provides executive-level support to the Chief Legal Officer (CLO) . This position ensures the effective and efficient day-to-day functioning of the CLO. Additionally, the EA is the interface and intermediary for interacting and managing initial communication to the department from a variety of stakeholders, these include high level individuals in government, public agencies, business, and the legal industry. As such, this role requires the ability to effectively communicate with different audiences, manage multiple priorities and projects simultaneously, and act with appropriate discretion while handling sensitive and/or confidential matters.
Principal Duties and Responsibilities

• Prepare the CLO for meetings, commitments, and other external obligations; keep up to date on matters related to high-level business, political and attorneys from across the region to help inform these conversations
• Manage schedule, including the planning and timely notification of meetings and appointments; use independent judgment in setting priorities and proposing alternatives to meetings; meeting preparation and clean up for the CLO
• Screen incoming calls, expedite priority matters and independently handle communications as appropriate
• Review all incoming correspondence, including email, initiate first response where appropriate; prioritize and ensure deadlines are met; use judgment to determine what requires the CLO's attention, flag issues that require CLO's time and action, and respond proactively and on behalf of the executive; route routine mail, and prepare replies where appropriate; faxing and copying
• Prepare advance weekly calendars for the CLO with pertinent documents attached to schedule, highlighting work that has to be done in advance; prepare materials for meetings in advance of the meetings including collecting and prioritizing applicable materials
• Maintain office files and systems to ensure the easy retrieval of documents and correspondence; order office supplies as needed
• Maintain computerized calendar and administer office technologies, including voice and email
• Assist in the preparation of presentation and other documents, using Word, PowerPoint, Excel and Adobe; proofread and perform "redlining" on documents as directed
• Problem-solve computer issues and engage technical support when necessary
• Conduct research on a variety of topics as requested
• Coordinate all travel arrangements and process expense reports on behalf of the CLO
• Process invoices and check requests for payments
• Handle confidential matters with the utmost discretion
• Serve as key point of contact for important group meetings
• Oversee key, high level correspondence
• Maintain a working knowledge of departments and leaders at Mass General Brigham to help the CLO work efficiently and effectively with a variety of groups
• Demonstrate a strong understanding of the functions of the departments reporting to CLO and the primary practice areas of MGB attorneys; maintain a professional relationship with external counsel, public officials and professional organizations on behalf of the CLO
• Work collaboratively with the Director of Legal Operations and other members of the administrative team to ensure the efficient and effective day-to-day functioning of the departments that report to the CLO
• Part of rotation for coverage for other Office of the General Counsel administration staff for breaks and time off
• Use/s the Mass General Brigham values to govern decisions, actions and behaviors. These values guide how we get our work done: Patients, Affordability, Accountability & Service Commitment, Decisiveness, Innovation & Thoughtful Risk; and how we treat each other: Diversity & Inclusion, Integrity & Respect, Learning, Continuous Improvement & Personal Growth, Teamwork & Collaboration
• Other duties as assigned

Qualifications

• Associates degree or related experience required, Bachelor's degree preferred.
• Must have a minimum of 3 to 5 years of administrative experience supporting executive-level leaders and managing complex calendars; legal experience strongly preferred.
• A high level of proficiency with Microsoft applications, and software generally, e.g., can learn and use new applications as needed
• A combination of education and experience may be substituted for requirements

Competencies

• Possess strong interpersonal skills to effectively communicate with cross functional teams including staff at all levels of the organization
• Must be able to function effectively in a fast-paced environment, organize and prioritize work, meet tight deadlines, and react quickly and efficiently to incoming communications
• Strong attention to detail and meticulous follow-through
• Demonstrates good judgment, diplomacy, and discretion
• Proactive approach to problem-solving and the ability to anticipate needs
• Exceptional written communication skills adhering to proper business writing standards.

EEO Statement
Mass General Brigham 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 the law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, perform essential job functions, and receive other benefits and privileges of employment.