Senior Administrative Assistant

Mass General Brigham•Somerville, MA

3d•$21 - $30•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. 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
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
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

Associate's Degree Business Administration preferred
Associate's Degree Related Field of Study preferred
Experience supporting senior-level staff 1-2 years preferred

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.
Supports the NCRI and Healey & AMG Center leadership teams.
Maintains calendar and calendar items for assigned projects.
Organizes, schedules, and reserves conference rooms for weekly team operations meetings.
Supports planning and travel logistics of network related meetings and conferences.
Orders special equipment, office supplies, customized materials, computer/software, and accessories on an ad hoc basis.
Coordinates, types, proofreads and edits letters, memos, meeting minutes, reports, manuscripts, correspondence, grant proposals, protocols and other related documents at the highest level of proficiency.
Reviews mail (including email), answers when appropriate, and/or forwards to appropriate persons.
Troubleshoots routine/non-routine problems and takes measures to correct/handle issues.
Create communication that includes newsletters, email materials, and announcements.
Assisting 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.
Planning, attending, and assisting with logistical activities for the project related in-person, hybrid, and remote meetings.
Coordinating 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 direct administrative support to the Project Management Team.
General administrative support to the NCRI projects (e.g., electronic file organization, shared drive organization, formatting project documents, general project communications/calendar).
Planning for face-to-face conferences, scheduling team meetings and conference calls, ordering supplies for the team, and providing some research and network-related support as needed.
Operational support to the Project Management weekly teleconferences, in person meetings, and center webinars.
Conducts literature searches and web searches and organizes findings.
May be required to 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.
May assist with manuscript/abstract/poster preparations and submissions for conferences including formatting references, proofreading, graphics, slides, and other tasks.
Incorporates data from existing information into spreadsheets/databases in an organized and presentable format.
Reviews the appropriate use of equipment, supplies, and physical facilities; holds staff accountable for safe and efficient practice.
Provide general office support at Assembly Row offices.
Maintains a safe and welcoming environment for visitors and staff.