Administrative Assistant, Senior

The General Hospital Corporation; Boston (MA); Hybrid; USD 29,000 - 41,000; Full time

Benefits offered by this job

Hybrid work arrangement

Comprehensive benefits

Job summary

The Brigham and Women's Hospital, Inc. in Boston is seeking an experienced executive assistant to provide high-level administrative support to the executive and management teams.

This role involves managing schedules, coordinating meetings, handling correspondence, and performing various clerical duties, ensuring efficient office operations. This hybrid position offers 4 days onsite and 1 day remote, with potential involvement in special projects and events.

Qualifications

• Requires high-level administrative support experience in a professional setting.
• Proficiency with Microsoft Office Suite and ability to prepare/edit reports and presentations.
• Strong communication skills (verbal and written) and attention to detail required.
• Ability to manage multiple priorities and work independently with minimal supervision.
• Healthcare environment experience and understanding of hospital administration processes preferred.

Responsibilities

• Manage executive schedules, including appointments, meetings, and travel.
• Prepare, review, and edit reports, presentations, and other documents.
• Handle correspondence (emails, letters, calls) and maintain files.
• Schedule and coordinate meetings, prepare agendas, take minutes, and track action items.
• Coordinate logistics for internal and external meetings, including room bookings and catering.
• Serve as primary contact between executives and stakeholders.
• Oversee supplies and facilities; coordinate with IT for equipment needs.
• Assist in planning special projects and events; monitor timelines.

Skills

Microsoft Office

Verbal communication

Written communication

Organizational skills

Independent work

Attention to detail

Healthcare regulations familiarity

Education

High School Diploma or Associate's Degree

Tools

Microsoft Office Suite

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

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.

Does this position require Patient Care? No

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 time lines and ensure deadlines are met.

Education

• High School Diploma or Equivalent required or Associate's Degree Business Administration preferred or Associate's Degree Related Field of Study preferred

Can this role accept experience in lieu of a degree? No

Experience

• Experience in an administrative role, preferably in a healthcare setting 5-7 years required and Experience supporting senior-level staff 1-2 years preferred

Knowledge, Skills and Abilities

• Proficient in Microsoft Office Suite (Word, Excel, Power point, 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.

Additional Job Details (if applicable)

Ideal candidates are proactive, detail-oriented professionals who thrive in a fast-paced environment and enjoy balancing high-level administrative support with day-to-day operational responsibilities.

This hybrid position offers 4 days onsite and 1 day remote (subject to change based on departmental/organizational needs) , providing flexibility while maintaining meaningful connections with colleagues.

Shift Schedule

7:30AM - 4:00PM

Physical Requirements

• Standing Occasionally (3-33%)
• Walking Occasionally (3-33%)
• Sitting Constantly (67-100%)
• Lifting Occasionally (3-33%) 20lbs - 50lbs
• Carrying Occasionally (3-33%) 20lbs - 50lbs
• Pushing Rarely (Less than 2%)
• Pulling Rarely (Less than 2%)
• Climbing Rarely (Less than 2%)
• Balancing Occasionally (3-33%)
• Stooping Occasionally (3-33%)
• Kneeling Rarely (Less than 2%)
• Crouching Rarely (Less than 2%)
• Crawling Rarely (Less than 2%)
• Reaching Occasionally (3-33%)
• Gross Manipulation (Handling) Constantly (67-100%)
• Fine Manipulation (Fingering) Frequently (34-66%)
• Feeling Constantly (67-100%)
• Foot Use Rarely (Less than 2%)
• Vision - Far Constantly (67-100%)
• Vision - Near Constantly (67-100%)
• Talking Constantly (67-100%)
• Hearing Constantly (67-100%)

Remote Type

Hybrid

Work Location

75 Francis Street

Scheduled Weekly Hours

40

Employee Type

Regular

Work Shift

Day (United States of America)

Pay Range

$20.84 - $29.79/Hourly

Grade

4

At 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, premiu