Senior Administrative Assistant

Site: The Brigham and Women's Hospital, Inc.

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.

Job 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.

Does this position require Patient Care? No

Essential Functions
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 timelines and ensure deadlines are met.

Qualifications

Education
High School Diploma or Equivalent required or Associate's Degree Business Administration preferred or Associate's Degree Related Field of Study preferred

Can this role accept experience in lieu of a degree?
No

Experience in an administrative role, preferably in a healthcare setting 5-7 years required and Experience supporting senior-level staff 1-2 years preferred

Knowledge, Skills and Abilities
- 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.

Additional Job Details (if applicable)

The Osher Center for Integrative Health is jointly based at Brigham and Women's Hospital and Harvard Medical School. The Center works to combine research, education and clinical care in moving medicine towards a new model of wellness that recognizes the interconnections of the body, mind and spirit to enhance resilience and promote health and healing.


Working in collaboration with, and under minimal supervision from the Senior Program Manager, the Senior Administrative Assistant will:


• Order supplies, equipment, etc., based on prior budget approval.
• Support proper functioning of the office including maintenance of IT equipment in conjunction with MGB IT support team.
• Schedule periodic Osher Center meetings
• Perform basic purchasing and supply management duties for the Osher Center including the creation, submission and monitoring of purchase orders, invoices and vendor agreements for the Osher Center
• Perform basic accounting tasks, such as reconciling the Osher Center credit card expenses in a timely fashion.
• With support from the Snr. Program Manager, administer the annual Osher Pilot Research Award program.
• Submit quarterly Osher operating invoices and Osher Pilot Award invoices
• Provide administrative support for our CME (Continuing Medical Education) accredited Grand Rounds.
• Support the Osher Center Director with meeting scheduling, and travel arrangements.
• Monitor the Osher Center email inbox, respond to email inquiries in a timely fashion, and delegate inquiries to Senior Program Manager and/or Directors as necessary.
• Provide administrative support for events, lectures and biennial conferences as needed.
• In coordination with other Osher Center staff, organize and maintain Osher Center program metrics for annual report and other reports and presentations.
• In coordination with the Senior Program Manager, maintain organization of office information systems, both paper-based and electronically via shared network and cloud-based platforms.
• Assist with training and orienting staff and students as needed.
• Assist with special projects and other duties as needed.

Remote Type

Hybrid

Work Location

900 Commonwealth Avenue

Scheduled Weekly Hours

40

Employee Type

Regular

Work Shift

Day (United States of America)

Pay Range
$20.84 - $29.79/Hourly

Grade
4

At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.

EEO Statement:

2200 The Brigham and Women's Hospital, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran's Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at View phone number on click.appcast.io.

Mass General Brigham Competency Framework

At Mass General Brigham, our competency framework defines what effective leadership "looks like" by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.