Sr. Administrative Assistant

Mass General Brigham•Boston, MA

1d•$21 - $30•Hybrid

About The Position

The Senior Administrative Assistant will support all the administrative and academic needs of the Radiation Oncology physician group. The Senior Administrative Assistant will be responsible for handling multiple calendars and schedules, coordinating meetings and conferences, recording minutes at meetings, providing general secretarial support and office management, and working on projects defined by the Sr. Administrative Manager, Administrative Director, Clinical Director, and/or Executive Director. This hybrid position offers 3 days remote and 2 days on site (subject to change based on departmental/organizational needs), providing flexibility while maintaining meaningful connections with colleagues. Ideal candidates are proactive, detail-oriented professionals who thrive in a fast-paced environment and enjoy balancing high-level administrative support with day-to-day operational responsibilities. The posted salary reflects the starting range for this position. Actual compensation will be based on the selected candidate's qualifications, including experience, education, and relevant skills.

Requirements

Strong written and verbal communication skills
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint)
Excellent organizational skills and attention to detail
Ability to manage multiple priorities and work independently
Strong interpersonal skills with ability to engage professionally across all levels
Demonstrated ability to handle confidential information
Proactive approach to problem-solving and workflow management
Ability to adapt to changing priorities in a dynamic environment

Responsibilities

Manage complex scheduling needs, including coordinating meetings, conferences, and recurring departmental forums; maintain calendars and ensure alignment across academic, administrative, and clinical activities.
Maintain schedules and tracking tools (e.g., call schedules, time away, faculty metrics), ensuring accuracy and timely updates.
Provide general administrative and project support, including responding to ad hoc requests and leveraging tools and systems to enhance efficiency.
Organize meetings, conferences, and events (in-person and virtual) including room reservations, technology setup, and ordering catering/refreshments for onsite meetings.
Prepare agendas, materials, and record meeting minutes
Coordinate travel and conference logistics (in-person and virtual), including registrations, itineraries, and expense reimbursement
Provide high-level administrative support to faculty, including preparation and management of documents, presentations, correspondence, and CVs.
Submit letters of recommendation via on-line systems (ERAS, etc.) or via email/mail
Support physician onboarding, reappointment, and competency tracking processes
Coordinate departmental visitors, including onboarding logistics (badging, access)
Order and manage office supplies and equipment (e.g., phones, pagers, lab coats)
Maintain physician administrative office space and submit maintenance requests
Assist in triaging basic IT issues and escalate as appropriate
Support updates to departmental websites and shared resources
Collaborate with administrative team to ensure coverage across physician groups
Participate in special projects and initiatives as assigned