Administrative Assistant Senior

2200 The Brigham and Women's Hospital, Inc.; Boston (MA); On-site; USD 28,709 - 41,038; Full time

Job summary

The Brigham and Women's Hospital, Inc. is seeking an experienced administrative professional for a crucial role in supporting the executive and management teams. This position involves a variety of tasks including managing executive schedules, coordinating meetings, and maintaining correspondence, all essential for smooth office operations.

With a typical schedule of Monday to Friday from 8 AM to 4:30 PM, candidates must possess a high school diploma, with an associate's degree being preferred. A strong background in administrative roles, especially in healthcare, is essential for success in this position.

Qualifications

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

Responsibilities

• Manage and maintain executive schedules and appointments.
• Prepare, review, and edit reports and presentations.
• Handle incoming and outgoing correspondence.
• Organise and maintain office files.
• Schedule and coordinate meetings and logistics.

Skills

Proficient in Microsoft Office Suite

Excellent verbal and written communication skills

Strong organisational and multitasking abilities

Ability to work independently

Strong attention to detail

Familiarity with hospital administration processes

Education

High School Diploma or Equivalent

Associate's Degree in Business Administration

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

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

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.
• Organise 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 preferred; Associate's Degree in Related Field of Study preferred.
• Experience: Experience in an administrative role, preferably in a healthcare setting, 5-7 years required; Experience supporting senior-level staff 1-2 years preferred.
• Licenses and Credentials: No licenses required.
• Knowledge, Skills and Abilities: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); Excellent verbal and written communication skills; Strong organisational 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 demeanour and ability to interact effectively with all levels of staff.

Job Details

• Typical schedule: M-F 8am-4:3pm.
• Remote Type: Onsite.
• Work Location: 75 Francis Street.
• Scheduled Weekly Hours: 40.
• Employee Type: Regular.
• Work Shift: Day.
• Pay Range: $20.84 - $29.79 per hour.
• Grade: 4.

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.