Senior Administrative Assistant, Orthopaedics

Brigham & Women's Physicians Organization; Pelham; On-site; CAD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a highly organized and detail-oriented administrative professional to provide essential support to executive and management teams. This role is pivotal in ensuring efficient office operations, managing schedules, and facilitating communication across various levels of the organization. The ideal candidate will have a strong background in administration, particularly within healthcare, and possess excellent communication skills. Join a dynamic team where your contributions will directly impact the success of the organization and enhance the overall operational effectiveness.

Qualifications

• 5-7 years of experience supporting senior-level staff.
• Experience in an administrative role in a healthcare setting preferred.

Responsibilities

• Manage executive schedules, appointments, and travel arrangements.
• Prepare reports, presentations, and handle correspondence.
• Coordinate meetings and maintain office files.

Skills

Microsoft Office Suite

Verbal Communication

Written Communication

Organizational Skills

Problem-Solving Skills

Attention to Detail

Multitasking Abilities

Education

High School Diploma or Equivalent

Associate's Degree in Business Administration

Associate's Degree in a related field

Job description

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.

• High School Diploma or Equivalent required.
• Associate's Degree in Business Administration preferred or Associate's Degree in a related field of study preferred.
• Experience in an administrative role, preferably in a healthcare setting, is required.
• 5-7 years of experience supporting senior-level staff 1-2 years preferred.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, 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.

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.
• 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.

Brigham and Women's Physicians Organization, 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.