Senior Administrative Assistant

Mass General Brigham•Somerville, MA

1d•$20 - $29•Hybrid

About The Position

Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham. The McCance Center for Brain Health in the Neurology Department at Massachusetts General Hospital (MGH) is an interdisciplinary research center with the mission to promote healthy brain aging and prevent neurodegenerative disease through innovative research. We focus on clinical trials for Alzheimer’s Disease therapies including natural, drug, and lifestyle interventions. We are in an exciting phase of growth that includes launching a single site trial of a natural product combination and planning a platform trial to accelerate testing of multiple potential therapies for AD early intervention. We are recruiting for a Senior Administrative Assistant to join our team. This is a full -time hybrid position based out of our Assembly Row location in Somerville, MA. Minimum of 2 days on site. Summary 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

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
Proficient in Microsoft Office Suite (Word, Excel, Power point, Outlook).
Excellent verbal and written communication skills to effectively interact with individuals at all levels of the organization
Strong organizational and multitasking abilities.
Ability to work independently with minimal supervision.
Strong attention to detail and problem-solving skills.
Excellent organizational abilities related to file and document management
Familiarity with hospital administration processes and healthcare regulations.
Professional demeanor and ability to interact effectively with all levels of staff.
Demonstrated experience with meeting or event planning, including logistics.

Nice To Haves

Experience supporting senior-level staff 1-2 years preferred

Responsibilities

Provide calendar management, meeting scheduling, and travel coordination for members of the Center’s leadership team e.g., Clinical Trials Director, Administrative Director, in support of our clinical research efforts.
Assist with processing expense reimbursements, purchase orders, and related documentation in compliance with hospital policies. May assist in the tracking and payment of invoices. May contact vendors to obtain quotes for services and to follow up on correspondence.
Coordinate access requests, maintain space and equipment inventory, order supplies, manage subscriptions, and ensure efficient use of McCance Center resources.
As needed, support monitoring of timekeeping and effort reporting in coordination with Administrative Director and HR.
Coordinate events, seminars, and meetings, including scheduling, logistics, catering, and communications. Attend and participate in meetings as needed.
Document and follow up on important actions and decisions from meetings.
Coordinate logistics for the McCance Center seminar series, a twice-per-month lecture series offering continuing education credit to physicians and nurses.
Support the Center’s Administrative Director in maintaining central files and ensuring materials are up-to-date and accessible to Center staff.
Assist in development and maintenance of Center and study-specific standard operating procedures (SOP’s) and workflows. Participate in ongoing process improvement of procedures and workflows.
Supports research studies under the direction of the Study PI or delegate, such as assisting with regulatory binders, study regulatory submissions, documenting study activity, data entry, maintaining files, and patient outreach calls.
Assist with preparing presentations, reports, and correspondence.
Support external communications, including newsletters and outreach materials, in collaboration with the Center’s communications manager and leadership team.
Manage and maintain distribution lists.
Manage the Center’s general inbox, regularly reviewing correspondence and appropriately routing messages and/or responding to inquiries in a timely manner.
Assist with onboarding of new staff.
If needed, coordinate with the MGB International Office to process visa applications and related documentation for international staff.
Provide other administrative and project support as needed, such as developing timelines, conducting communication and outreach, coordinating project committees.
Manage general administrative workflows to ensure the Center runs efficiently.
Perform other duties as assigned.
Comply with all policies and standards.
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.