Officer Manager, Offices of the President and COO

Site: The General Hospital Corporation

Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.

Job Summary
Responsible for overseeing office operations and supporting office management activities. Coordinates resources, streamlines department work flows, and ensures alignment with strategic initiatives to enhance program effectiveness and operational efficiency. Within the Office of the President and the Office of the Chief Operating Officer / Chief of Staff at Mass General Brigham University of Health Professions, the Office Manager serves as the operational and financial anchor of the Presidential Office. The role owns the integrated calendar and all travel logistics for both the President and the COO/Chief of Staff, owns the Office of the President budget and its Workday financial operations, maintains the Presidential Commitment Log, and provides daily operations support to the COO/Chief of Staff.

Qualifications

ESSENTIAL FUNCTIONS (KEY ROLES AND RESPONSIBILITIES)

Executive Calendar, Travel, and Commitment Management

- Owns and manages the integrated calendar for the President and the COO/Chief of Staff: resolves scheduling conflicts, protects preparation and travel windows, screens and redirects scheduling requests, and escalates only when executive judgment is required.

- Manages all travel logistics for the President and the COO/Chief of Staff (air, hotel, ground transportation, registration, and visa documentation) and prepares comprehensive travel packets with itineraries, meeting briefs, and contacts.

- Owns expense report preparation, submission, and reconciliation for the President and COO in coordination with Financial Services.

- Maintains the Presidential Commitment Log in partnership with the COO/Chief of Staff: captures commitments made by the President's office, tracks status, and surfaces overdue items for weekly review.

- Compiles and distributes weekly pre read materials and briefings for the President and COO; prepares the COO's daily morning brief.

Financial and Office Operations

- Develops, implements, and optimizes operational processes to support department goals for the Office of the President and the COO/Chief of Staff.

- Monitors budgets and resource allocations, providing analysis to ensure alignment with organizational objectives. Owns the Office of the President budget: tracks expenditures, performs monthly budget reconciliations, and provides budget analysis to the COO/Chief of Staff and the President.

- Manages vendor relationships, contract negotiations, and procurement activities to ensure cost-effective operations. Processes Workday invoices, purchase orders, and payment requests for the executive office and maintains the vendor record.

- Liaise and coordinate with Accounts Payable, Financial Services, Payroll, and other departments as needed to identify charges and resolve errors.

- Prepares operational reports, data analysis, and presentations for executive leadership.

- Identifies opportunities for process improvement and recommends solutions to enhance office effectiveness.

COO / Chief of Staff Operations Support

- Provides daily operations support to the COO/Chief of Staff: special projects, MGB partnership coordination, COO correspondence, and cross office follow up with Finance, HR, IT, and Communications.

- Serves as first point of contact for executive office stakeholder requests: receives, triages, and routes appropriately; escalates to the COO/Chief of Staff when needed.

- Collaborates with department heads and cross-functional teams to ensure efficient execution of initiatives, including the Office of Strategic Communications, the Office of Development, and MGB Academic Medical Centers partners.

- Exercises independent judgment on behalf of the COO's office and handles Board level and presidential information with complete discretion.

Performs other duties as assigned.

Complies with all policies and standards.

QUALIFICATIONS

Education

- High School Diploma or Equivalent: required.

- Associate's Degree, related field of study: preferred.

- Bachelor's degree in Business Administration, Higher Education, Communications, or a related field: preferred.

Can this role accept experience in lieu of education requirements? No.

Work Experience

- Direct experience supporting  C suite executives (President, CEO, COO, or equivalent), 8-10+ years: required. Experience must include primary ownership of executive calendars and travel and administration of a departmental or office budget.

- Budget monitoring, monthly reconciliation, invoice and purchase order processing, and vendor or procurement management: 5+ years required.

- Workday or a comparable enterprise financial system: 3+ years required; Workday strongly preferred.

- Experience in an academic medical center, health system, or higher education institution: strongly preferred.

- Experience supporting two or more senior executives concurrently; required.

Knowledge, Skills and Abilities

- Must be able to work independently, exercise discretion, and maintain confidentiality, including daily handling of Board level and presidential information.

- Excellent interpersonal communication skills.

- Proficient organizational and problem-solving skills.

- Ability to work both independently and as a team member.

- Strong written communication: drafts correspondence, briefings, and pre read materials on behalf of senior leaders.

- Financial acumen: budget tracking, reconciliation, and procurement policy compliance.

- Sound independent judgment: makes scheduling, travel, and operational decisions without requiring instruction on every action.

- Proficient in Microsoft 365 (Outlook, Teams, SharePoint, Word, Excel, PowerPoint); Workday proficiency strongly preferred.

Additional Job Details (if applicable)

Remote Type
Onsite

Work Location
300 First Avenue

Scheduled Weekly Hours
40

Employee Type
Regular

Work Shift
Day (United States of America)

Pay Range
$63,648.00 - $92,570.40/Annual

Grade
6
At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.

EEO Statement:
1700 The MGH Institute of Health Professions, Inc. is an Equal Opportunity Employer. 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. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran’s Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.

Mass General Brigham Competency Framework

At Mass General Brigham, our competency framework defines what effective leadership “looks like” by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.