Senior Administrative Assistant

Mass General Brigham•Boston, MA

24d•$21 - $30•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 community with more than 70 full-time investigators and involves coordinating multiple projects and initiatives with varied stakeholders across Mass General Brigham, Harvard, and external organizations. The position requires discretion, sound judgment, strong organizational skills, and the ability to work independently with minimal supervision. It is hybrid and scheduled for 40 hours per week on the day shift.

Requirements

High school diploma or equivalent required; experience cannot be substituted for a degree.
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, 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.

Nice To Haves

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

Responsibilities

Manage the Director’s calendar and coordinate meetings with senior administration, faculty across Mass General Brigham and the Harvard system, outside collaborators, the Development office, and donors.
Maintain meeting schedules and coordinate agendas, minutes, conference rooms, and audiovisual arrangements for operational and external meetings.
Support research meetings and seminar series by coordinating preparations and participant communications, developing and analyzing evaluations, and preparing meeting materials.
Organize and maintain department administrative systems, including online file storage, conference room bookings, 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 the search 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, research proposal documents, biosketches, facilities and resources documents, grant materials, publications, and final grant reports.
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 assist with purchase orders and invoice processing.
Maintain current 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.
Draft correspondence for the Director as requested.
Assist with other administrative duties and projects as necessary.
Manage executive schedules, travel arrangements, correspondence, files, reports, and documents; coordinate meetings and follow up on action items.
Monitor project timelines and help ensure deadlines are met.
Oversee office equipment maintenance and coordinate with IT for technical support and equipment needs.