Administrative Assistant II

Massachusetts General Hospital; Somerville (MA); On-site; USD 52,000 - 76,000; Full time

Job summary

Massachusetts General Hospital is seeking an Administrative Assistant II to provide routine administrative and secretarial support under moderate supervision. You will manage calendars, coordinate travel, prepare reports, and support project communications for the NCRI and HEALEY ALS Platform Trial.

Your role involves creating documents, handling correspondence, and maintaining office procedures, with attention to confidentiality and accuracy across all tasks.

Qualifications

• High School Diploma or Equivalent required; related technical diploma preferred.
• Administrative experience with MS Office and office equipment is expected.
• Familiarity with medical terminology is a plus.

Responsibilities

• Organizes, schedules, and reserves conference rooms or virtual rooms for weekly meetings.
• Supports travel logistics and prepares expense reports.
• Proofreads, edits, and formats letters, minutes, and reports to a high standard.

Skills

MS Office proficiency

proofreading

communication skills

interpersonal skills

time management

phone system

attention to detail

office equipment

word processing

Education

High School Diploma or Equivalent

Trade/Technical/Vocational Diploma in Related Field

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Microsoft Access

Job description

Specializes in providing routine administrative and secretarial support as directed and under moderate supervision, for an individual, group, or department. Responsibilities may include coordination and scheduling, supplies and equipment ordering, meeting minutes, correspondence, answering and transferring phone calls, preparing spreadsheets and presentations. Manage schedules, coordinate travel, conference calls, payroll and transcription. This is an intermediate‑level support role.

Essential Functions

• Prepare reports, meeting minutes and correspondence.
• Create and edit documents, spreadsheets and presentations.
• Manage schedules, arrange appointments and itineraries.
• Coordinate meetings, travel, conference calls, and complete expense reports.
• Answer and transfer phone calls.
• May perform transcription and proofread and edit literature, prepare applications for department.
• Remain knowledgeable of business unit policies.
• May make contacts of a sensitive, complex, and confidential nature.
• Completes routine tasks under moderate supervision.
• Required for All Jobs – Performs other duties as assigned.
• Complies with all policies and standards.

Education

High School Diploma or Equivalent required or

Trade/Technical/Vocational Diploma Related Field of Study preferred

Experience

Administrative Assistant or Secretarial Experience 2‑3 years required.

Knowledge, Skills & Abilities

• Proficiency with office procedures and equipment i.e. filing, copying, scanning, printing and faxing.
• Proficiency in MS Office.
• Ability to proofread and edit written documents.
• Ability to use phone system.
• Managing one's own time and the time of others.
• Strong verbal & written communication skills.
• Strong interpersonal, written and oral skills.
• Ability to use standard office equipment.
• Familiarity with medical terminology.

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).

Under supervision of the Office Manager, the Administrative Assistant II will provide general administrative support to the HEALEY ALS Platform Trial principal investigators and projects (e.g., electronic file organization, shared drive organization, formatting project documents, general project communications/calendar). Daily responsibilities will include planning for face‑to‑face conferences, virtual conferences, and meetings, scheduling team meetings and conference calls, ordering supplies for the team, and providing some research and network‑related support as needed. The Administrative Assistant II will also provide all other duties or special projects that are unit‑specific and are appropriate to the position.

The position requires a high degree of flexibility, independence, and willingness to participate in multiple activities and provide support by working with the team.

Principal Duties and Responsibilities

• Organizes, schedules, and reserves conference rooms or virtual conference rooms for weekly team operations meetings.
• Supports planning and travel logistics of network‑related meetings and conferences.
• Process NCRI reimbursements and non‑employee reimbursements.
• Orders special equipment, office supplies, customised 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.
• Assisting with administrative activities related to the governance committees of a trial, including but not limited to the 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.
• Establishes and maintains office systems (i.e. filing systems) and procedures of the NCRI for the smooth functioning of workflow.
• Some files may include confidential material.
• Reviews mail (including email), answers when appropriate, and/or forwards to appropriate persons.
• Maintains calendar items for the project.
• Troubleshoots routine/non‑routine problems and takes measures to correct/handle issues.

Project Coordination

• Conducts literature searches and web searches and organizes findings.
• May be required to provide reports on various activities related to Project or Data Management (i.e. Standard Operating Procedures (SOP) version tracking, staff training, etc.).
• Assists 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.
• Maintains study distribution lists.
• Processing Platform binder requests.

Skills, Abilities & Competencies Required

• Knowledge of medical terminology, or secretarial training, a plus.
• Effective interpersonal, communication, organisational, and problem‑solving skills.
• Demonstrates attention to detail.
• Strong word processing skills (Microsoft Word).
• Working knowledge of Microsoft Excel, Access, and PowerPoint.
• Ability to work independently as well as be a member of the team.
• Ability to prioritise work.
• Ability to take detailed meeting minutes.
• Good verbal and written communication.

The General Hospital Corporation 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, colour, 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.