Senior Administrative Assistant

Mass General Brigham • Boston, MA

22d • Hybrid

About The Position

The Senior Administrative Assistant provides high-level administrative and project support to the Director of Research and Research Education and the Division of General Internal Medicine (DGIM) research program at Massachusetts General Hospital. The role supports a research division with faculty and staff at MGH and Brigham and Women’s Hospital, including more than 70 full-time investigators conducting research in areas such as clinical epidemiology, health services research, cost-effectiveness analysis, implementation science, and health policy. The position requires discretion, sound judgment, effective prioritization, and the ability to work independently with minimal supervision.

The incumbent manages the Director’s calendar and research program administration, coordinates meetings and events, maintains administrative systems, and supports faculty recruiting, fellowship administration, financial processes, research materials, and staff evaluation tracking. The role is hybrid, based at 100 Cambridge Street, and is scheduled for 40 hours per week on the day shift.

Requirements

• High school diploma or equivalent.
• Five to seven years of experience in an administrative role; healthcare experience is preferred.
• 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.
• Professional demeanor and ability to interact effectively with all levels of staff.
• Ability to exercise discretion and judgment, organize priorities, and complete tasks.

Nice To Haves

• Associate’s degree in Business Administration or a related field.
• One to two years of experience supporting senior-level staff.
• Experience in a healthcare setting.
• Familiarity with hospital administration processes and healthcare regulations.

Responsibilities

• Manage and maintain the Director’s calendar, including appointments and meetings with senior administrators, faculty across Mass General Brigham and Harvard, outside collaborators, Development staff, donors, and vendors.
• Coordinate division and departmental meetings, prepare agendas, take minutes as requested, arrange conference rooms and audiovisual equipment, and follow up on meeting needs.
• Support research meetings and seminar series by coordinating preparations and communications, developing and analyzing evaluations, and preparing participant materials.
• Organize and maintain department administrative systems, including online file organization and storage, conference-room booking, staff lists, and department communications.
• Plan division functions and events, including scheduling, communications, catering, program content, and gifts.
• Manage the annual faculty recruiting process, including placing advertisements, scheduling interviews, arranging travel, and managing searches through Harvard Medical School.
• Provide administrative support for the DGIM Research Fellowship, including processing tuition invoices.
• Prepare or assist with presentations, reports, communications, newsletter content, and other materials.
• Submit invoices, check requests, and travel expense reports; monitor and track expenses and reconcile corrections.
• Manage inventory and purchasing of DGIM office supplies and equipment, and coordinate office equipment maintenance and IT support as needed.
• Maintain an up-to-date listing of DGIM faculty research productivity metrics, including peer-reviewed publications.
• Support staff performance evaluations by tracking timelines and due dates, sending reminders, and organizing completed evaluation reports.
• Assist the Director with research proposal documents, including biosketches, facilities and resources documents, grant writing, research publications, and final grant reports.
• Draft correspondence for the Director as requested.
• Assist with other administrative duties and projects as necessary.

Benefits

• Comprehensive benefits.
• Career advancement opportunities.
• Differentials, premiums, and bonuses as applicable.
• Recognition programs designed to celebrate contributions and support professional growth.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED