Senior Administrative Assistant

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.

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

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.