Senior Administrative Assistant, Neurology

Mass General Brigham•Boston, MA

7d•$21 - $30•Hybrid

About The Position

The Senior Administrative Assistant provides high-level administrative support to executive and management teams and helps ensure efficient office operations. Responsibilities include managing schedules, coordinating meetings and travel, handling correspondence, preparing and maintaining documents and files, coordinating office resources and equipment, and supporting projects and events. The role may also lead junior administrative staff. In the Neurology Headache Fellowship Program, this position serves as the primary administrative coordinator for the program and supports Headache Division providers across multiple clinical sites. The role coordinates fellowship applications, interviews, onboarding and offboarding, educational activities, and program records. It also supports provider and fellow scheduling across Brigham and Women's Hospital, Mass General Hospital, and affiliated locations, using Epic and other scheduling platforms. The position prepares program materials, tracks data and metrics, supports accreditation and special projects, and coordinates departmental events.

Requirements

High school diploma or equivalent required.
Five to seven years of experience in an administrative role required, preferably in a healthcare setting.
Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams.
Advanced proficiency with Epic, Canva, Google Workspace tools, Dropbox, and other administrative software applications.
Excellent verbal and written communication skills.
Strong organizational, multitasking, project management, and customer service skills.
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.
Ability to manage confidential information and coordinate complex schedules across multiple providers, locations, and departments.

Nice To Haves

Associate's degree in Business Administration or a related field.
One to two years of experience supporting senior-level staff.

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 electronic and physical office files.
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 and external stakeholders.
Draft and distribute memos, announcements, and other communications as directed.
Oversee office supplies inventory, ordering, and distribution; ensure office equipment is maintained and serviced; and coordinate with IT for technical support and equipment needs.
Assist with planning and executing special projects and events, monitor project timelines, and help ensure deadlines are met.
Serve as the primary administrative liaison for the Headache Fellowship Program.
Coordinate applicant communications and correspondence through the American Headache Society application process; maintain applicant records and recruitment materials; and track application requirements, letters of recommendation, and recruitment timelines.
Coordinate and schedule fellowship applicant interviews, and develop and distribute interview itineraries and supporting materials.
Coordinate incoming fellows' onboarding and graduating fellows' offboarding in collaboration with the Practice Administrator.
Assist with fellow graduation activities, educational conferences, didactics, division meetings, and other fellowship-related events and activities.
Maintain fellowship calendars and coordinate educational conferences and program activities.
Build, maintain, and update fellow and provider schedules in Epic and other scheduling platforms.
Coordinate 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 support scheduling and operations.
Help maintain 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 development of provider, fellowship, and departmental materials using Canva, Microsoft Office, Google Workspace, Dropbox, Excel, and other approved software.
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.
Manage multiple priorities, maintain confidential information, and coordinate complex schedules across providers, locations, and departments.