Senior Administrative Assistant

Site: The General Hospital Corporation

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
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 time lines and ensure deadlines are met.

Qualifications

Job Description

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

Licenses and Credentials

Experience
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)

Massachusetts General Hospital (MGH) is seeking a detail oriented, organized, self-directed individual. The Division of General Internal Medicine (DGIM) Research includes faculty and staff at both MGH and Brigham and Women’s Hospital is home to more than 70 full-time investigators. DGIM investigators conduct research in clinical epidemiology, health services research, cost effectiveness analysis, implementation science and health policy. Under the guidance of the MGH DGIM Director of Research and Research Education, the incumbent would administrative and project support to the research program of the DGIM.

This position requires discretion and judgment, the ability to organize priorities and complete tasks, and the capacity to work independently with minimal supervision.

The successful candidate will support the research program of the DGIM Director of Research and Research Education. The incumbent will oversee the administration of the Director’s research program, including multiple projects and initiatives, with varied stakeholders.

- undefined
- Manages the Director’s calendar, coordinates meetings with senior administration, faculty across MGB and the Harvard system, outside collaborators, the Development office, and donors.
- Maintains meeting schedules, arranging multiple division/departmental operational meetings as well as contacts with external vendors/customers. Coordinates meetings and agendas; prepares minutes as requested.
- Set up meetings and arrange for conference rooms and AV.
- Provides assistance with research meetings and seminar series, including coordinating meeting preparations, communication with participants, developing and analyzing evaluations, and preparing participant meeting materials.
- Organize and maintain department administrative systems, such as online file organization and storage (e.g., Dropbox), , conference room booking, department staff list, and department communications.
- Oversee event planning for division functions and events, including scheduling, communication, catering, program content, gifts, etc.
- Manages the annual recruiting process for new faculty, including placement of advertisements in medical journals and other publications, scheduling of interviews, travel arrangements, and managing the search through Harvard Medical School.
- Provides administrative support for the DGIM Research Fellowship, including processing tuition invoices.
- Assist in the preparation of presentations, reports, communications, newsletter content, and other materials as needed.
- Submit DGIM invoices, check requests, and travel expense reports for reimbursement. Monitor/track expenses and reconcile corrections.
- Manage inventory and purchasing of DGIM office supplies and equipment.
- Maintains an up-to-date listing of research productivity metrics for DGIM Faculty, including peer-reviewed publications
- Assist with staff performance evaluation process by tracking evaluation timelines and due dates, sending reminder emails to complete evaluations, and sending and organizing completed evaluation reports.
- Assist Director with the preparation of documents for research proposals including Biosketches, facilities and resources documents, grant writing, research publications, and final grant reports.
- Drafts correspondence for Director as requested.
- Assist in processing purchase orders, invoices and check request
- Assist with other administrative duties and projects as necessary.

Remote Type
Hybrid

Work Location
100 Cambridge Street

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:
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 (857)-282-7642.

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.