Senior Administrative Assistant

Brigham and Women's Hospital; Pelham; On-site; CAD 40,000 - 65,000; Full time

Job summary

An established industry player seeks a skilled administrative professional to provide high-level support to executive teams. This role is crucial for ensuring efficient office operations, managing schedules, and coordinating meetings. Candidates should possess strong communication skills and proficiency in Microsoft Office. Join a dynamic environment where your contributions will enhance operational efficiency and support key projects. If you thrive in a fast-paced setting and are detail-oriented, this opportunity is perfect for you.

Qualifications

• 5-7 years of administrative experience, preferably in healthcare.
• 1-2 years of experience supporting senior-level staff.

Responsibilities

• Manage executive schedules and coordinate meetings.
• Prepare reports and handle correspondence.
• Oversee office supplies and maintain equipment.

Skills

Microsoft Office Suite

Verbal Communication

Written Communication

Organizational Skills

Multitasking

Problem-Solving

Attention to Detail

Education

High School Diploma or Equivalent

Associate's Degree in Business Administration

Associate's Degree in Related Field

Job description

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.

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.

Physical Requirements

Standing Occasionally (3-33%)

Walking Occasionally (3-33%)

Sitting Constantly (67-100%)

Lifting Occasionally (3-33%) 20lbs - 50lbs

Carrying Occasionally (3-33%) 20lbs - 50lbs

Pushing Rarely (Less than 2%)

Pulling Rarely (Less than 2%)

Climbing Rarely (Less than 2%)

Balancing Occasionally (3-33%)

Stooping Occasionally (3-33%)

Kneeling Rarely (Less than 2%)

Crouching Rarely (Less than 2%)

Crawling Rarely (Less than 2%)

Reaching Occasionally (3-33%)

Gross Manipulation (Handling) Constantly (67-100%)

Fine Manipulation (Fingering) Frequently (34-66%)

Feeling Constantly (67-100%)

Foot Use Rarely (Less than 2%)

Vision - Far Constantly (67-100%)

Vision - Near Constantly (67-100%)

Talking Constantly (67-100%)

Hearing Constantly (67-100%)

The Brigham and Women's Hospital, Inc. is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. 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.