Senior Administrative Assistant

Mass General Brigham•Boston, MA

3d•Hybrid

About The Position

The Department of Radiation Oncology at The Brigham and Women's Hospital, Inc. is seeking a Senior Administrative Assistant to support all administrative and academic needs of the Radiation Oncology physician group. This role involves managing multiple calendars and schedules, coordinating meetings and conferences, recording minutes, providing secretarial support and office management, and working on projects as assigned by leadership.

Requirements

Strong written and verbal communication skills
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint)
Excellent organizational skills and attention to detail
Ability to manage multiple priorities and work independently
Strong interpersonal skills with ability to engage professionally across all levels
Demonstrated ability to handle confidential information
Proactive approach to problem-solving and workflow management
Ability to adapt to changing priorities in a dynamic environment

Responsibilities

Manage complex scheduling needs, including coordinating meetings, conferences, and recurring departmental forums; maintain calendars and ensure alignment across academic, administrative, and clinical activities.
Maintain schedules and tracking tools (e.g., call schedules, time away, faculty metrics), ensuring accuracy and timely updates.
Provide general administrative and project support, including responding to ad hoc requests and leveraging tools and systems to enhance efficiency.
Organize meetings, conferences, and events (in-person and virtual) including room reservations, technology setup, and ordering catering/refreshments for onsite meetings.
Prepare agendas, materials, and record meeting minutes.
Coordinate travel and conference logistics (in-person and virtual), including registrations, itineraries, and expense reimbursement.
Provide high-level administrative support to faculty, including preparation and management of documents, presentations, correspondence, and CVs.
Submit letters of recommendation via on-line systems (ERAS, etc.) or via email/mail.
Support physician onboarding, reappointment, and competency tracking processes.
Coordinate departmental visitors, including onboarding logistics (badging, access).
Order and manage office supplies and equipment (e.g., phones, pagers, lab coats).
Maintain physician administrative office space and submit maintenance requests.
Assist in triaging basic IT issues and escalate as appropriate.
Support updates to departmental websites and shared resources.
Collaborate with administrative team to ensure coverage across physician groups.
Participate in special projects and initiatives as assigned.