Office Coordinator Administrative Assistant

Mass General Brigham•Boston, MA

1d•$20 - $28•Onsite

About The Position

The MGH Occupational Health department is seeking an Office Coordinator Administrative Assistant to provide routine administrative and secretarial support under moderate supervision. This role is vital to the team and specializes in supporting an individual, group, or department within a large healthcare system. The position involves coordination and scheduling, ordering supplies and equipment, taking meeting minutes, handling correspondence, answering and transferring phone calls, and preparing spreadsheets and presentations. Additionally, the role includes managing schedules, coordinating travel and conference calls, and handling payroll and transcription. This is an intermediate-level support role.

Requirements

High School Diploma or Equivalent required or Trade/Technical/Vocational Diploma Related Field of Study preferred
Administrative Assistant or Secretarial Experience 2-3 years required
Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other office technologies.
Strong organizational and administrative skills with the ability to manage multiple priorities in a fast-paced environment.
Experience coordinating complex calendars, scheduling meetings, and managing the time of multiple stakeholders.
Excellent verbal and written communication skills with a strong attention to detail.
Ability to proofread, edit, and produce professional correspondence and documents.
Exceptional interpersonal skills with a customer-service mindset and the ability to build strong working relationships.
Proficiency with standard office procedures and equipment, including scanning, printing, filing, and document management.
Comfortable using multi-line phone systems and handling confidential information with professionalism and discretion.
Strong problem-solving skills with the ability to anticipate needs and work independently.

Nice To Haves

Familiarity with medical terminology and healthcare environments preferred.

Responsibilities

Prepare reports, meeting minutes and correspondence.
Create and edit documents, spreadsheets and presentations.
Manage schedules, arrange appointments and itineraries.
Coordinate meetings, travel, conference calls, and complete expense reports.
Answer and transfer phone calls.
Perform transcription and proofread and edit literature, prepare applications for department.
Remain knowledgeable of business unit policies.
May make contacts of a sensitive, complex, and confidential nature.
Completes routine tasks under moderate supervision.
Performs other duties as assigned.
Complies with all policies and standards.