Senior Administrative Assistant - OBGYN - Maternal Fetal Medicine

Mass General Brigham•Boston, MA

2d•$21 - $30•Hybrid

About The Position

The Senior Administrative Assistant provides high-level administrative support to the Division of Maternal Fetal Medicine. Position requires advanced administrative skills and experience in Outlook calendar management and Microsoft Office Suite. The candidate should possess a high degree of organization, the ability to prioritize assignments, respond to inquiries in a timely manner, follow up and communicate on outstanding issues. The Senior Administrative Assistant utilizes an enormous amount of judgment and discretion in dealing with confidential and sensitive matters for patients and in screening and handling certain routine and administrative functions on behalf of the Division of Maternal Fetal Medicine.

Requirements

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.
High School Diploma or Equivalent required
Experience in an administrative role, preferably in a healthcare setting 5-7 years required

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

Perform duties under moderate supervision with intermediate to advanced proficiency in administrative skills.
Assist in the planning and execution of special projects and events.
Oversee office supplies inventory, ordering, and distribution.
Arrange logistics for internal and external meetings, including room bookings and catering.
Handle incoming and outgoing correspondence, including emails, letters, and phone calls.
Monitor project timelines and ensure deadlines are met.
Manage and maintain assigned physicians’ CVs
Ensure office equipment is properly maintained and serviced.
Serve as the primary point of contact between assigned physicians and internal/external stakeholders.
Organize and maintain office files, both electronic and physical.
Manage and maintain assigned physicians’ schedules, including appointments, meetings, and travel arrangements.
Schedule, coordinate, and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.
Prepare, review, and edit reports, presentations, and other documents.
Coordinate with IT for technical support and equipment needs.
Draft and distribute memos, announcements, and other communications as directed.
Create and manage call schedules in QGenda and manage swaps and coverage gaps.
Provide cross coverage as needed
Follow HIPAA guidelines for the management of patient privacy and confidentiality.
Other duties, as assigned.