Senior Administrative Assistant

Mass General Brigham•Somerville, MA

21h•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 Senior Administrative Assistant will provide administrative and project support to the NCRI Project Management team. The position requires a high degree of flexibility and independence, with the ability to multitask and prioritize tasks in a fast-paced environment.

Requirements

High School Diploma or Equivalent required or Associate's Degree Business Administration preferred or Associate's Degree Related Field of Study preferred
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.
Excellent organizational and time management skills
Excellent Customer Service skills
Experience with MS Office (Word, Excel, PowerPoint)
Independent judgment and problem-solving skills
Careful attention to detail
Excellent interpersonal and communication skills
Ability to work well under pressure and under deadline
Ability to handle sensitive information
Ability to work independently and flexibly, but as part of a team
Strong professionalism

Nice To Haves

Can this role accept experience in lieu of a degree? No

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 time lines and ensure deadlines are met.
Provide administrative support for project management related infrastructure activities related to the NCRI academic research organization, including supporting the NCRI and Healey & AMG Center leadership teams.
Maintain calendar and calendar items for assigned projects.
Organize, schedule, and reserve conference rooms for weekly team operations meetings.
Support planning and travel logistics of network related meetings and conferences.
Order special equipment, office supplies, customized materials, computer/software, and accessories on an ad hoc basis.
Coordinate, type, proofread and edit letters, memos, meeting minutes, reports, manuscripts, correspondence, grant proposals, protocols and other related documents at the highest level of proficiency.
Review mail (including email), answer when appropriate, and/or forward to appropriate persons.
Troubleshoot routine/non-routine problems and take measures to correct/handle issues.
Create communication that includes newsletters, email materials, and announcements.
Assist with administrative activities related to the governance committees of a trial, including but not limited to, Executive Committee, Patient Advisory Committee, Design Committee, Biomarker Committee, and updating and maintaining conflict of interest forms and trackers.
Plan, attend, and assist with logistical activities for the project related in-person, hybrid, and remote meetings.
Coordinate any other in person, hybrid meetings between the leadership team and external vendors.
Assist with operational aspects of meeting planning (investigator/training meetings) to include: planning, executing and overseeing expense aspects (i.e. adhering to budget and business expense policy and managing travel reimbursements as needed).
Provide general administrative support to the NCRI projects (e.g., electronic file organization, shared drive organization, formatting project documents, general project communications/calendar).
Plan for face-to-face conferences, schedule team meetings and conference calls, order supplies for the team, and provide some research and network-related support as needed.
Provide operational support to the Project Management weekly teleconferences, in person meetings, and center webinars.
Conduct literature searches and web searches and organize findings.
Provide reports on various activities related to Project Management (i.e. Standard Operating Procedures (SOP) version tracking, staff training, etc.).
Assist the Project Management team in developing work instructions for administrative team members, and other related duties that arise.
Assist with manuscript/abstract/poster preparations and submissions for conferences including formatting references, proofreading, graphics, slides, and other tasks.
Incorporate data from existing information into spreadsheets/databases in an organized and presentable format.
Review the appropriate use of equipment, supplies, and physical facilities; hold staff accountable for safe and efficient practice.
Provide general office support at Assembly Row offices.
Maintain a safe and welcoming environment for visitors and staff.