Senior Administrative Assistant

Mass General Brigham•Somerville, MA

14d•$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. The Osher Center for Integrative Health is jointly based at Brigham and Women’s Hospital and Harvard Medical School. The Center works to combine research, education and clinical care in moving medicine towards a new model of wellness that recognizes the interconnections of the body, mind and spirit to enhance resilience and promote health and healing. Working in collaboration with, and under minimal supervision from the Senior Program Manager, the Senior Administrative Assistant will support the proper functioning of the office, perform basic purchasing and supply management duties, perform basic accounting tasks, administer award programs, provide administrative support for CME accredited Grand Rounds, support the Osher Center Director with meeting scheduling and travel arrangements, monitor the Osher Center email inbox, provide administrative support for events, lectures and biennial conferences, organize and maintain Osher Center program metrics, maintain organization of office information systems, and assist with training and orienting staff and students.

Requirements

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 Business Administration preferred
Associate's Degree 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.
Order supplies, equipment, etc., based on prior budget approval.
Support proper functioning of the office including maintenance of IT equipment in conjunction with MGB IT support team.
Schedule periodic Osher Center meetings.
Perform basic purchasing and supply management duties for the Osher Center including the creation, submission and monitoring of purchase orders, invoices and vendor agreements for the Osher Center.
Perform basic accounting tasks, such as reconciling the Osher Center credit card expenses in a timely fashion.
Administer the annual Osher Pilot Research Award program.
Submit quarterly Osher operating invoices and Osher Pilot Award invoices.
Provide administrative support for our CME (Continuing Medical Education) accredited Grand Rounds.
Support the Osher Center Director with meeting scheduling, and travel arrangements.
Monitor the Osher Center email inbox, respond to email inquiries in a timely fashion, and delegate inquiries to Senior Program Manager and/or Directors as necessary.
Provide administrative support for events, lectures and biennial conferences as needed.
In coordination with other Osher Center staff, organize and maintain Osher Center program metrics for annual report and other reports and presentations.
In coordination with the Senior Program Manager, maintain organization of office information systems, both paper-based and electronically via shared network and cloud-based platforms.
Assist with training and orienting staff and students as needed.
Assist with special projects and other duties as needed.