Director, Executive Administration & Shared Services

The General Hospital Corporation; Boston (MA); On-site; USD 120,000 - 170,000; Full time

Job summary

Mass General Brigham Incorporated seeks a Manager of OCOO Administration to lead administrative operations and provide executive support to the Chief Operating Officer. This role oversees a centralized team, ensuring high-quality service, optimized resources, and standardized procedures.

Reporting to the Chief of Staff, you’ll drive the transition to a shared administrative model, collaborate with HR and Digital, and implement workflow improvements and technology-enabled solutions to boost

Responsibilities

• Provide direct supervision and leadership for a team of executive administrative professionals supporting the Office of the COO.
• Oversee staff assignments, workload distribution, scheduling, and coverage to ensure responsive and consistent support to executive leadership.
• Establish clear performance expectations, conduct performance evaluations, provide coaching and feedback, and support employee development.
• Monitor staffing capacity, overtime, workload demands, and service quality to ensure efficient use of administrative resources.
• Foster a collaborative, accountable, and service-oriented team culture that promotes flexibility, professional growth, and shared responsibility.
• Provide direct, high-level administrative support to the Chief Operating Officer, including complex calendar management, meeting coordination, scheduling priorities, and executive communications.
• Exercise discretion, sound judgment, and confidentiality in managing sensitive executive matters and competing priorities.
• Oversee daily administrative operations for the OCOO, ensuring continuity of support, timely communication, and effective coordination among executive leaders and their teams.
• Serve as a primary point of contact for administrative support needs, resolving scheduling conflicts, coverage issues, and competing requests.
• Partner closely with the Chief of Staff to anticipate executive needs, prioritize administrative resources, and ensure alignment with OCOO operational priorities.
• Lead the development, implementation, and ongoing refinement of a centralized, shared administrative support model.
• Establish standardized administrative workflows, including calendar management, meeting coordination, coverage protocols, communication practices, and other executive support functions.
• Evaluate administrative processes to identify opportunities to eliminate duplication, streamline work, and improve productivity.
• Develop tools, procedures, and performance measures to monitor workload, resource utilization, and the effectiveness of the administrative support model.
• Promote consistency in administrative practices while maintaining the flexibility needed to meet varying executive and operational requirements.
• Partner with Digital and other stakeholders to identify and implement approved technology solutions that improve administrative efficiency.
• Support the adoption of Microsoft Copilot, automation, and other productivity tools to streamline scheduling, communication, and routine administrative tasks.
• Provide training and guidance to administrative staff to support effective technology adoption and consistent use of tools.
• Continuously evaluate opportunities to modernize administrative processes, reduce manual work, and increase the capacity of the team.
• Assist administrative staff through the transition to a shared support model, including communication, training, workflow redesign, and ongoing operational adjustments.
• Partner with Human Resources and OCOO leadership on staffing structures, role expectations, performance management, and workforce planning.
• Collaborate with executive leaders and their teams to understand administrative support requirements, assess service effectiveness

Job description

Mass General Brigham Incorporated seeks a Manager of OCOO Administration to lead administrative operations and provide executive support to the Chief Operating Officer. This role oversees a centralized team, ensuring high-quality service, optimized resources, and standardized procedures.

Reporting to the Chief of Staff, you’ll drive the transition to a shared administrative model, collaborate with HR and Digital, and implement workflow improvements and technology-enabled solutions to boost