Administrative Assistant II

Mass General Brigham; Somerville (MA); On-site; USD 25,595 - 36,616; Full time

Job summary

Mass General Brigham is seeking an Administrative Assistant II to provide essential administrative support for the HEALEY ALS Platform Trial. Responsibilities include coordinating meetings and conferences, handling reports, and managing schedules under the Office Manager's supervision. Candidates should have at least 2-3 years in administrative roles, a high school diploma, and proficiency in office procedures and MS Office. The position offers a hybrid working model with a pay range of $18.58 – $26.58 per hour.

Qualifications

• 2–3 years of Administrative Assistant or Secretarial Experience required.
• Ability to proofread and edit written documents.
• Managing one's own time and the time of others.

Responsibilities

• Prepare reports, meeting minutes and correspondence.
• Organize and schedule meetings, appointments, and itineraries.
• Assist with manuscript and abstract preparations for conferences.

Skills

Proficiency with office procedures and equipment

Proficiency in MS Office

Strong verbal & written communication skills

Strong interpersonal skills

Familiarity with medical terminology

Education

High School Diploma or Equivalent

Trade/Technical/Vocational Diploma Related Field of Study

Job description

Job Summary

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, 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.
• Performs other duties as assigned.
• Complies with all policies and standards.

Principal Duties And Responsibilities

General Administration

• 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.
• Processes NCRI reimbursements and non‑employee reimbursements.
• 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.
• Assists 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.
• Plans, attends, and assists 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. 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.

Qualifications

Education

High School Diploma or Equivalent required. Trade/Technical/Vocational Diploma Related Field of Study preferred. Experience cannot replace degree.

Experience

Administrative Assistant or Secretarial Experience 2–3 years required.

Knowledge, Skills & Abilities

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

Additional Job Details

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.

Daily responsibilities will include planning for face‑to‑face conferences, virtual conferences, and meetings; scheduling team meetings and conference calls; ordering supplies; and providing research and network‑related support as needed.

The position requires a high degree of flexibility, independence, and willingness to participate in multiple activities.

Remote Type

Hybrid

Work Location

399 Revolution Drive

Scheduled Weekly Hours

40

Employee Type

Regular

Work Shift

Day (United States)

Pay Range

$18.58 – $26.58 per Hour

EEO Statement

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.