Senior Administrative Assistant, Neurology

Mass General Brigham•Boston, MA

1d•$21 - $30•Hybrid

About The Position

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. In addition to the core responsibilities of the Senior Administrative Assistant position, this role serves as the primary administrative coordinator for the Headache Fellowship Program and provides administrative support to Headache Division providers across multiple clinical sites.

Requirements

High School Diploma or Equivalent required
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.
Advanced proficiency with Epic, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams), Canva, Google Workspace (Docs, Sheets, Forms, Drive), Dropbox, and other administrative software applications.
Ability to manage multiple priorities, maintain confidential information, and coordinate complex schedules across multiple providers, locations, and departments.
Excellent organizational, communication, project management, and customer service skills.

Nice To Haves

Associate's Degree Business Administration preferred
Associate's Degree Related Field of Study preferred
Experience supporting senior-level staff 1-2 years 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.
Serve as the primary administrative liaison for the Headache Fellowship Program.
Coordinate applicant communications and correspondence received through the American Headache Society (AHS) application process.
Maintain applicant records, supporting documentation, interview schedules, and recruitment materials.
Coordinate and schedule fellowship applicant interviews with faculty, fellows, and leadership.
Develop and distribute interview itineraries and supporting materials to applicants and interviewers.
Track and manage letters of recommendation, application requirements, and recruitment timelines.
In collaboration with the Practice Administrator, coordinate onboarding activities for incoming fellows, including access requests, scheduling, orientation materials, business cards, and other administrative needs.
In collaboration with the Practice Administrator, coordinate offboarding activities for graduating fellows, including exit documentation and program-related requirements.
Assist with planning and coordination of fellow graduation activities, educational conferences, and fellowship-related events.
Maintain fellowship calendars and coordinate educational conferences, didactics, division meetings, and other program activities.
Build, maintain, and update fellow and provider schedules within Epic and other scheduling platforms as required.
Assist with coordination of clinical rotations and schedules across Brigham and Women's Hospital, Mass General Hospital, and affiliated clinical locations.
Collaborate with providers and administrative teams at 850 Boylston Street, Brigham and Women's Hospital, and Mass General Hospital to ensure appropriate scheduling and operational support.
Assist with maintaining provider session counts, clinic schedules, and coverage calendars.
Provide high-level administrative support to Headache Division providers and leadership.
Create, edit, and maintain presentations, educational materials, reports, and program communications.
Support the development of provider, fellowship, and departmental materials using Canva, Microsoft Office applications, Google Workspace tools, Dropbox, Excel, and other approved software platforms.
Coordinate data tracking, spreadsheets, reports, and program metrics related to fellowship and provider activities.
Assist with special projects, accreditation requirements, educational initiatives, and departmental events as assigned.