Facilities Manager

Brigham and Women's Hospital; Hartford; Hybrid; GBP 37,000 - 49,000; Full time

Job summary

A leading healthcare institution in Hartford is seeking an experienced Administrative Professional to provide high-level support to executives. The candidate will manage schedules, facilitate meetings, handle correspondence, and oversee office operations. Ideal candidates have 5–7 years of experience in administrative roles, preferably in healthcare, and strong organizational and multitasking abilities. This role offers a hybrid work arrangement with 40 scheduled hours per week.

Qualifications

• 5-7 years in an administrative role, preferably in healthcare.
• 1-2 years supporting senior-level staff preferred.

Responsibilities

• Manage executive schedules and appointments.
• Coordinate and facilitate meetings with logistics.
• Handle correspondence and office files organization.
• Monitor project timelines and assist in special projects.

Skills

Microsoft Office Suite proficiency

Strong communication skills

Organizational abilities

Multitasking skills

Problem-solving skills

Ability to interact effectively with staff

Education

High School Diploma or equivalent

Associate's Degree in Business Administration

Job description

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

• Education: High School Diploma or equivalent required. Associate's Degree in Business Administration or a related field preferred.
• Experience: 5‑7 years in an administrative role, preferably in a healthcare setting; 1‑2 years of experience supporting senior‑level staff preferred.

Knowledge, Skills & Abilities

• 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.

Work Arrangement

Hybrid (2 days per week in‑office) at 65 Landsdowne Street; scheduled weekly hours 40; regular work shift day.

EEO Statement

The Brigham and Women's Hospital, Inc. 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.