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.

 

The 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:
Provide administrative support for project management related infrastructure activities related to the NCRI academic research organization, including: 
•    Supporting the NCRI and Healey & AMG Center leadership teams 
•    Maintains calendar and calendar items for assigned projects.
•    Organizes, schedules, and reserves conference rooms for weekly team operations meetings.
•    Supports planning and travel logistics of network related meetings and conferences.
•    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 
•    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.
•    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 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.

 

 

Hybrid

 

399 Revolution Drive

 

40

 

Regular

 

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.
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