Executive Senior Administrative Assistant, Patient Care Services - MGH

Mass General Brigham•Boston, MA

1d•Onsite

About The Position

This is a full-time, on-site position, Monday – Friday, providing administrative support to nursing leadership. The role is crucial for ensuring the efficient coordination of daily operations and key initiatives. Responsibilities include managing complex calendars, scheduling meetings, coordinating logistics, and creating meeting agendas to support productive discussions and decision-making. 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

5 + years of administrative support experience
Strong organizational skills
Ability to work autonomously
Prior calendar management strongly preferred
Strong communication skills
High School Diploma or Equivalent required
Experience in an administrative role, preferably in a healthcare setting: 5-7 years required
Experience supporting senior-level staff: 1-2 years preferred
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

Associate's Degree in Business Administration preferred
Associate's Degree in a Related Field of Study preferred

Responsibilities

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.