Office Services Coordinator

Mass General Brigham•Boston, MA

1d•Onsite

About The Position

Provides high-level administrative support to executive and management teams, helping ensure efficient office operations. The role manages schedules, coordinates meetings, handles correspondence, and performs clerical duties; it may also lead junior administrative staff. The position is onsite at The Brigham and Women's Hospital, Inc., at 45 Francis Street, with a 40-hour workweek on the day shift. Patient care is not required.

Requirements

High school diploma or equivalent required.
Administrative experience, preferably in a healthcare setting: 5–7 years required.
Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and 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.
Relevant work experience may be accepted in lieu of a degree.

Nice To Haves

Associate’s degree in business administration or a related field, or equivalent relevant work experience.
1–2 years of experience supporting senior-level staff.

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 electronic and physical office files.
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 and 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 planning and executing special projects and events.
Monitor project timelines and ensure deadlines are met.