Senior Administrative Assistant

About the role

This position provides high-level administrative support to the executive and management teams at The General Hospital Corporation Mass General Brigham.

Responsibilities

• 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.
• Ensure office supplies inventory, ordering, and distribution.
• Ensure office equipment is properly maintained and serviced.
• Cook with IT for technical support and equipment needs.
• Avoid leading junior administrative staff.

Qualifications

• Supports the NCRI and Healey & AMG Center leadership teams.
• Maintains calendar and calendar items for assigned projects.
• Schedules, coordinates, and facilitates meetings, including preparing agendas, taking minutes, and following up on action items.
• Orders special equipment, office supplies, customized materials, computer/software, and accessories on an ad hoc basis.
• Coordinates, types, proofreads, and edits letters, memos, meeting minutes, reports, manuscripts, correspondence, grant proposals, protocols, and other related documents at the highest level of proficiency.
• Reviews mail (including email), answers when appropriate, and/or forwards to appropriate persons.
• Troubleshoots routine/non-routine problems and takes measures to correct/handle issues.
• Create communication that includes newsletters, email materials, and announcements.
• Assists 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.
• Assist 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).
• Provide 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.
• Conducts literature searches and web searches and organizes 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

• 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.
• Associate's Degree Business Administration preferred or Associate's Degree Related Field of Study preferred.

Licenses and Credentials

• No experience in lieu of a degree is accepted.

Additional Job Details

Remote Type Hybrid Work Location 399 Revolution Drive Scheduled Weekly Hours 40 Employee Type Regular Work Shift Day (United States of America)

Pay Range

$20.84 - $29.79/Hourly Grade 4

EEO Statement

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.