Administrative Assistant Senior

Massachusetts General Hospital; Somerville (MA); On-site; USD 60,000 - 85,000; Full time

Job summary

Massachusetts General Hospital's Neurological Clinical Research Institute seeks a Senior Administrative Assistant to support the NCRI Project Management team. The role involves managing calendars, coordinating meetings, preparing reports, and handling correspondence in a fast-paced clinical research setting.

You will lead junior staff, organize meetings (in-person, hybrid, and remote), assist with governance activities, and coordinate with internal and external stakeholders while ensuring

Qualifications

• 5–7 years of administrative experience in a professional setting (healthcare preferred).
• Experience supporting senior-level staff is desirable.

Responsibilities

• Provide high-level administrative support to executive and management teams.
• Manage calendars, meetings, travel, and correspondence; prepare reports and documents.

Skills

Microsoft Office

Verbal & written communication

Organizational multitasking

Independent work

Attention to detail

Hospital administration knowledge

Interpersonal skills

Education

High School Diploma or equivalent

Associate's Degree in Business Administration or related field

Tools

MS Office

Job description

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 timelines 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

Licenses and Credentials

Experience

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.

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).

The Senior Administrative Assistant will provide administrative and project support to the NCRI Project Management team.

The position requires a high degree of flexibility and independence, with the ability to multitask and prioritize tasks in a fast-paced environment.

Principal Duties and Responsibilities

Provide administrative support for project management-related infrastructure activities related to the NCRI academic research organization, including:

• Supporting the NCRI and Healey & AMG Center leadership teams
• Maintains calendar and calendar items for assigned projects.
• Organizes, schedules, and reserves conference rooms for weekly team operations meetings.
• Supports planning and travel logistics of network-related meetings and conferences.
• 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.
• Reviews mail (including email), answers when appropriate, and/or forwards to appropriate persons.
• Troubleshoot routine/non-routine problems and take measures to correct/handle issues.
• Create communication that includes newsletters, email materials, and announcements
• 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 project-related in-person, hybrid, and remote meetings.
• Coordinating any other in-person or hybrid meetings between the leadership team and external vendors.
• Assist with operational aspects of meeting planning (investigator/training meetings) to include: planning, executing, and overseeing expense aspects (i.e., adhering to budget and business expense policy and managing travel reimbursements as needed).
• General administrative support to the NCRI projects (e.g., electronic file organization, shared drive organization, formatting project documents, general project communications/calendar)
• Planning for face-to-face conferences, scheduling team meetings and conference calls, ordering supplies for the team, and providing some research and network-related support as needed.
• Operational support to the Project Management weekly teleconferences, in- person meetings, and center webinars.
• Conducts literature searches and web searches, and organizes findings
• May be required to provide reports on various activities related to Project Management (i.e., Standard Operating Procedures (SOP) version tracking, staff training, etc.).
• Assist the Project Management team in developing work instructions for administrative team members, and other related duties that arise.
• May assist 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.
• Reviews the appropriate use of equipment, supplies, and physical facilities; holds staff accountable for safe and efficient practice.
• Provide general office support at Assembly Row offices.
• Maintains a safe and welcoming environment for visitors and staff.

Skills/Competencies

• Excellent Customer Service skills
• Experience with MS Office (Word, Excel, PowerPoint)
• Independent judgment and problem-solving skills
• Experience with calendar and meeting coordination
• Careful attention to detail
• Excellent interpersonal and communication skills
• Ability to work well under pressure and under a deadline
• Ability to handle sensitive information
• Ability to work independently and flexibly, but as part of a team
• Strong professionalism

Experience

Experience in clinical research setting strongly preferred

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, 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.