Senior Administrative Assistant

Senior Administrative Assistant

The Brigham and Women's Hospital, Inc. 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

Department of Radiation Oncology: 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 Administrative Manager, Administrative Director, Clinical Director, and/or Executive Director.

Key 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

Skills / Competencies

• 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

Working Conditions

• Hybrid role with both on-site at BWH (Longwood Medical Area) primarily and potentially other MGB Radiation Oncology sites as needed and remote work

Work Location: 45 Francis Street

Scheduled Weekly Hours: 40

Employee Type: Regular

Work Shift: Day (United States of America)

Pay Range: $20.84 - $29.79/Hourly

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.

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.