Senior Administrative Assistant

Senior Administrative AssistantThe Neurological Clinical Research Institute (NCRI) develops, designs, supports and manages innovative observational and interventional trials for neurological disorders. This fast-paced institute has an impressive record of efficiently organizing, overseeing, coordinating, and conducting small and large multi-center, international clinical trials. The mission of the NCRI is to accelerate translational research in neurological disorders through initiating and testing novel therapies. The NCRI also serves as a Coordinating Center for the Network of Excellence in ALS (NEALS), a non-profit, research consortium committed to the cooperative implementation, timely completion, analysis, and reporting of clinical trials and other research studies aimed at improving patient care and understanding of the disease process of Amyotrophic Lateral Sclerosis (ALS).The Senior Administrative Assistant will provide administrative and project support to the NCRI Project Management team.The position requires a high degree of flexibility and independence, with the ability to multitask and prioritize tasks in a fast-paced environment.Principal duties and responsibilities include:Providing administrative support for project management related infrastructure activities related to the NCRI academic research organization, including:Supporting the NCRI and Healey & AMG Center leadership teamsMaintaining calendar and calendar items for assigned projects.Organizing, scheduling, and reserving conference rooms for weekly team operations meetings.Supporting planning and travel logistics of network related meetings and conferences.Ordering special equipment, office supplies, customized materials, computer/software, and accessories on an ad hoc basis.Coordinating, typing, proofreading and editing letters, memos, meeting minutes, reports, manuscripts, correspondence, grant proposals, protocols and other related documents at the highest level of proficiency.Reviewing mail (including email), answering when appropriate, and/or forwarding to appropriate persons.Troubleshooting routine/non-routine problems and taking measures to correct/handle issues.Creating 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.Assisting 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).Providing 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.Conducting literature searches and web searches and organizing 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.Other duties assigned and within scope of the role:Provide general office support at Assembly Row offices.Maintains a safe and welcoming environment for visitors and staff.Skills/abilities/competencies include:Excellent organizational and time management skills.Excellent customer service skills.Experience with MS Office (Word, Excel, PowerPoint).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.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? NoLicenses and Credentials: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):Remote Type: HybridWork Location: 399 Revolution DriveScheduled Weekly Hours: 40Employee Type: RegularWork Shift: Day (United States of America)Pay Range: $20.84 - $29.79/HourlyGrade: 4At 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:1200 The General Hospital Corporation 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 FrameworkAt 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.