JOB DESCRIPTION
Job Title: Staff Assistant III
Job Code:
Salary Plan: Non-Exempt
Direct Supervisor: Facundo Batista
Employing Hospital and Department:
Ragon Institute of MGH, MIT, and Harvard
Minimum degree and field of knowledge: BS/BA
Years experience required: 5+ years experience
Summary:
The Staff Assistant III will provide administrative support to ensure the efficient and effective
day-to-day functioning of the office within a dynamic, fast-paced environment. This is a highly
visible role in which the individual will be the first point of contact for key information and
issues being brought to the attention of the Associate Director. Works independently, receiving
minimal supervision and guidance.
Job Duties:
Under the direction of the Associate Director, the applicant carries out daily activities of the
laboratory.
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Manage the Associate Director’s schedule, including calendaring in Outlook, the
planning of meeting site and other details, timely notification and reminder of meetings
for all parties. Must use independent judgment in prioritizing meetings and proposing
alternative dates and times and in resolving calendar conflicts.
Screen all incoming phone calls and expedite priority matters and independently triage
requests and inquiries. Greet people coming into the office, ascertain their needs and
escort or direct them to the appropriate person or office.
Function as liaison with senior staff in keeping track of any issues for the attention of the
Associate Director and other Ragon staff as necessary. Interacts on a regular basis with
senior hospital administrators and chiefs of service.
Make travel arrangements for Associate Director as needed.
Process MGH travel expenses and track reimbursement.
Open and sort mail, highlighting important items. Initiate first response where
appropriate and prepare replies for signature.
Monitor Associate Director's email inbox, deleting irrelevant messages and expediting
administrative or time sensitive matters.
Attend meetings; take, transcribe, and distribute minutes as directed.
Assist in the preparation for presentations, including slides, and talking points.
Set up and maintain paper and electronic files of correspondence, financials, etc.
Draft letters from Associate Director and return to requestors in a timely manner and in
the appropriate format.
Process and tracking medical license renewal for Associate Director.
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Update Associate Director's CV on a regular basis with speaking engagements and
journal articles. Keep publication list and membership registrations current.
Expected to proactively follow through on tasks assigned and provide periodic updates.
Meet regularly with the Associate Director concerning daily assignments, policies, and
procedures, project progress, and department problems and needs.
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 little to no supervision. This
person must be sharp, personable, exceedingly well organized, attentive to detail, and must enjoy
the administrative challenges of supporting a dynamic executive 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.
MUST HAVE:
 BA/BS or equivalent
 5+ years experience supporting at the executive level
 Demonstrated ability to juggle competing priorities
 Demonstrated writing and editing skills
 Excellent calendar management skills, including the coordination of complex executive
meetings
 Experience assisting management with the creation of PowerPoint presentations
 Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook
 Experience scheduling travel arrangements for management