Administrative Assistant Senior
About The Position
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. Part-Time Hybrid Administrative Role – Ideal for Work-Life Balance! Join a dynamic team supporting a prestigious residency program in a flexible, part-time (16 hours/week) hybrid position. The role supports the Dermatology Residency and Medicine-Dermatology Residency Programs. Summary This position is responsible for providing high-level administrative support to the executive and management teams. This role involves managing schedules, coordinating meetings, handling correspondence, and performing various clerical duties. The position is critical in ensuring efficient office operations and may also lead junior administrative staff.
Requirements
- A detail-oriented, organized self-starter with strong administrative and computer skills (Word, Excel, PowerPoint)
- Someone who communicates professionally and reliably with physicians and residents
- Comfortable juggling varied tasks and adapting to changing priorities
- High School Diploma or Equivalent required. College Education preferred.
- Experience in an administrative role, preferably in a healthcare setting 5-7 years required.
- Proficient in Microsoft Office Suite (Word, Excel, Power point, Outlook).
- Excellent verbal and written communication skills.
- Strong organizational and multitasking abilities.
- Ability to work independently with minimal supervision.
- Strong attention to detail and problem-solving skills.
- Familiarity with hospital administration processes and healthcare regulations.
- Professional demeanor and ability to interact effectively with all levels of staff.
Nice To Haves
- Experience supporting senior-level staff 1-2 years preferred
Responsibilities
- Provide essential administrative support for residency operations
- Maintain and update program websites and track key data (attendance, credentialing)
- Create engaging PowerPoint presentations and assist with event planning
- Manage data entry and maintain accurate records
- Support seasonal projects like credentialing and interview coordination
- Manage and maintain executive schedules, including appointments, meetings, and travel arrangements.
- Prepare, review, and edit reports, presentations, and other documents.
- Handle incoming and outgoing correspondence, including emails, letters, and phone calls.
- Organize and maintain office files, both electronic and physical.
- Schedule, coordinate, and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.
- Arrange logistics for internal and external meetings, including room bookings and catering.
- Serve as the primary point of contact between executives and internal/external stakeholders.
- Draft and distribute memos, announcements, and other communications as directed.
- Oversee office supplies inventory, ordering, and distribution.
- Ensure office equipment is properly maintained and serviced.
- Coordinate with IT for technical support and equipment needs.
- Assist in the planning and execution of special projects and events.
- Monitor project timelines and ensure deadlines are met.
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What This Job Offers
Job Type
Part-time
Career Level
Mid Level
Education Level
High school or GED
