Administrative Assistant II

Partner's Healthcare; Somerville (MA); Hybrid; USD 26,000 - 37,000; Full time

Job summary

Mass General Brigham is seeking an Administrative Assistant II for the Division of Women’s Health. The role entails front-line support, document preparation, calendar management, and travel coordination across the MGB Assembly Row and Longwood offices.

The position requires 2–3 years of Administrative Assistant experience (medical setting preferred) and high attention to detail with strong communication skills. Hybrid work arrangement with in-person 4 days/week and 1 day remote is offered.

Qualifications

• Education: High School Diploma or Equivalent required; Baccalaureate degree preferred.
• Experience: Administrative Assistant experience 2-3 years required; medical or related field preferred.
• Knowledge: familiarity with medical terminology; strong proofreading and editing skills.

Responsibilities

• Provide front line administrative support for the Division and general duties.
• Prepare reports, meeting minutes, and correspondence; create/edit documents, spreadsheets, and presentations.
• Manage schedules, coordinate travel; handle calendar and itineraries.
• Coordinate meetings, travel arrangements, and expense reports; assist with transcription.
• Answer and transfer phone calls; maintain confidentiality and discretion.

Skills

Detail-oriented

Written & verbal communication

Time management

Interpersonal skills

Calendar management

Education

High School Diploma or Equivalent

Baccalaureate degree preferred

Tools

MS Office

Job description

Site: The Brigham and Women's Hospital, Inc.Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.

Job Summary

The Division of Women's Health is in the Department of Medicine (DOM) at Mass General Brigham. The Division works with faculty across all hospital divisions and departments to advance the knowledge and understanding of women's health and sex differences in health and disease. building on its core mission of leading the field in state-of-the-art clinical care for women, the Division advances women's health research, as well as education and advocacy to improve the health of women. Under the general direction and supervision of the Administrative Manager, the primary focus of the Administrative Assistant II (AAII) will be providing front line support for the Division and performing general administrative duties as assigned. They will require a high degree of organization and the ability to prioritize assignments and will be expected to use a high-level of judgement and discretion in dealing with confidential and sensitive matters. This position will be 4 days in-person and 1 day remote, splitting in-person time between both our MGB Assembly Row office and BWH Longwood office.

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, Answer and transfer phone calls, prepare 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.

Qualifications

Education: High School Diploma or Equivalent required Baccalaureate degree preferred

Experience: Administrative Assistant Experience 2-3 years required Experience working in medical or related fields preferred

Knowledge, Skills and Abilities

• Highly detail-oriented with the ability to keep track of details and an understanding and appreciation of time pressures.
• Outstanding, professional, appropriate and effective written and oral communication skills. Ability to effectively articulate and receive information in a clear, concise and timely manner.
• Proficiency with office procedures and equipment i.e. filing, copying, scanning, printing.
• High 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 interpersonal, written and oral skills.
• Ability to use standard office equipment.
• Familiarity with medical terminology.

Additional Job Details (if applicable)

Remote Type Hybrid

Work Location 399 Revolution Drive

Scheduled Weekly Hours 40

Employee Type Regular

Work Shift Day (United States of America)

Pay Range $18.58 - $26.58/Hourly

Grade 3At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth.

EEO Statement

2200 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.

Mass General Brigham Competency Framework

At Mass General Brigham, our competency framework defines what effective leadership "looks like" by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.