Manager of OCOO Administration

Site: Mass General Brigham Incorporated

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
he Manager of OCOO Administration provides leadership and oversight of administrative operations and executive support services within the Office of the Chief Operating Officer at Mass General Brigham. This role is responsible for direct executive support to the Chief Operating Officer and managing a centralized team of administrative professionals, ensuring high-quality executive support, optimizing resource allocation, and establishing consistent, efficient administrative practices.

Reporting to the Chief of Staff, the Manager will lead the transition to and ongoing management of a shared administrative support model designed to improve productivity, streamline workflows, and leverage technology.

The Manager will work closely with executive leadership, Human Resources, Digital, and other operational partners to establish a sustainable administrative support structure that can serve as a model for broader adoption across Mass General Brigham.

Qualifications

Essential Functions

Administrative Team Leadership and Management

- Provide direct supervision and leadership for a team of executive administrative professionals supporting the Office of the COO.
- Oversee staff assignments, workload distribution, scheduling, and coverage to ensure responsive and consistent support to executive leadership.
- Establish clear performance expectations, conduct performance evaluations, provide coaching and feedback, and support employee development.
- Monitor staffing capacity, overtime, workload demands, and service quality to ensure efficient use of administrative resources.
- Foster a collaborative, accountable, and service-oriented team culture that promotes flexibility, professional growth, and shared responsibility.

Executive Support and Office Operations

- Provide direct, high-level administrative support to the Chief Operating Officer, including complex calendar management, meeting coordination, scheduling priorities, and executive communications.
- Exercise discretion, sound judgment, and confidentiality in managing sensitive executive matters and competing priorities.
- Oversee daily administrative operations for the OCOO, ensuring continuity of support, timely communication, and effective coordination among executive leaders and their teams.
- Serve as a primary point of contact for administrative support needs, resolving scheduling conflicts, coverage issues, and competing requests.
- Partner closely with the Chief of Staff to anticipate executive needs, prioritize administrative resources, and ensure alignment with OCOO operational priorities.

Administrative Standardization and Process Improvement

- Lead the development, implementation, and ongoing refinement of a centralized, shared administrative support model.
- Establish standardized administrative workflows, including calendar management, meeting coordination, coverage protocols, communication practices, and other executive support functions.
- Evaluate administrative processes to identify opportunities to eliminate duplication, streamline work, and improve productivity and service quality.
- Develop tools, procedures, and performance measures to monitor workload, resource utilization, and the effectiveness of the administrative support model.
- Promote consistency in administrative practices while maintaining the flexibility needed to meet varying executive and operational requirements.

Technology Integration and Innovation

- Partner with Digital and other stakeholders to identify and implement approved technology solutions that improve administrative efficiency.
- Support the adoption of Microsoft Copilot, automation, and other productivity tools to streamline scheduling, communication, and routine administrative tasks.
- Provide training and guidance to administrative staff to support effective technology adoption and consistent use of tools.
- Continuously evaluate opportunities to modernize administrative processes, reduce manual work, and increase the capacity of the team.

Change Management and Organizational Collaboration

- Assist administrative staff through the transition to a shared support model, including communication, training, workflow redesign, and ongoing operational adjustments.
- Partner with Human Resources and OCOO leadership on staffing structures, role expectations, performance management, and workforce planning.
- Collaborate with executive leaders and their teams to understand administrative support requirements, assess service effectiveness, and address evolving needs.
- Evaluate the effectiveness of the OCOO model and document best practices, lessons learned, and opportunities for broader adoption.
- Support special projects and administrative improvement initiatives as assigned by the Chief of Staff.

Additional Job Details (if applicable)

Experience

Required:

- 3–5 years of experience in administrative or operational management, preferably within a healthcare or similarly complex organization.
- 1-3 years of experience supervising staff, including performance management, coaching, and team development.
- Demonstrated experience supporting senior executives and managing complex administrative operations.
- Experience developing or improving administrative workflows, managing competing priorities, and coordinating resources across multiple stakeholders.

Preferred:

- Experience leading centralized or shared administrative support teams.
- Experience supporting C-suite or other senior executive leadership.
- Experience with organizational change management, process improvement, or operational transformation.
- Experience managing administrative staffing resources, budgets, and labor costs.
- Experience implementing technology-enabled productivity improvements.

Knowledge, Skills, and Abilities

- Strong leadership and people management skills, with the ability to build an effective, collaborative, and accountable team.
- Exceptional organizational skills and the ability to manage multiple competing priorities in a fast-paced executive environment.
- Excellent interpersonal, written, and verbal communication skills, with the ability to interact professionally with senior executives and stakeholders at all organizational levels.
- Demonstrated judgment, discretion, professionalism, and ability to maintain strict confidentiality.
- Strong problem-solving and decision-making skills, including the ability to independently resolve complex scheduling, staffing, and operational challenges.
- Ability to develop standardized processes, assess operational effectiveness, and drive continuous improvement.
- Proficiency in Microsoft Office applications, including Outlook, Teams, Excel, PowerPoint, and Word.
- Familiarity with Microsoft Copilot, automation, and emerging administrative productivity technologies, or demonstrated ability to quickly learn and adopt new tools.
- Ability to lead teams through change, promote new ways of working, and balance organizational efficiency with high-quality customer service.
- Understanding of healthcare organizational structures and executive operations preferred.

Remote Type
Onsite

Work Location
800 Boylston Street

Scheduled Weekly Hours
40

Employee Type
Regular

Work Shift
Day (United States of America)

Pay Range
$79,560.00 - $115,720.80/Annual

Grade
7
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:
0100 Mass General Brigham Incorporated 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.