Office Coordinator Administrative Assistant

Mass General Brigham; Boston (MA); On-site; USD 27,290 - 38,986; Full time

Job summary

Mass General Brigham's Occupational Health department is seeking an Office Coordinator Administrative Assistant to provide routine administrative and secretarial support under moderate supervision, for an individual, group, or department. The role focuses on coordinating schedules, preparing documents, and handling communications in a busy healthcare setting.

The ideal candidate has 2–3 years of administrative experience, a High School Diploma or Equivalent, and advanced proficiency with

Qualifications

• High School Diploma or equivalent required; 2–3 years Administrative Assistant or Secretarial experience required.

Responsibilities

• 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.
• Perform transcription and proofreading of literature and applications for the department.
• Remain knowledgeable of business unit policies.
• Complete routine tasks under moderate supervision.
• Perform other duties as assigned.
• Complies with all policies and standards.

Skills

MS Office

Calendar management

Communication skills

Attention to detail

Customer service mindset

Education

High School Diploma or Equivalent

Tools

Multi-line phone system

Job description

Job Summary

MGH Occupational Health department is a busy office and we are hiring! Gain experience in a large healthcare system and support our team. The Office Coordinator Administrative Assistant is vital to the team and specializes in providing routine administrative and secretarial support as directed and under moderate supervision, for an individual, group, or department.

Responsibilities

Responsibilities include coordination and scheduling, supplies and equipment ordering, meeting minutes, correspondence, answering and transferring phone calls, preparing spreadsheets and presentations, managing schedules, coordinating travel, conference calls, payroll, and transcription. This is an intermediate-level support role.

• 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.


• Perform transcription and proofread, 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.


• Performs other duties as assigned.


• Complies with all policies and standards.

Why Candidates Succeed In This Role

Successful candidates are highly organized, detail-oriented professionals who thrive in a collaborative environment, communicate effectively with diverse stakeholders, and excel at keeping executives, teams, and operations running smoothly.

Qualifications

• High School Diploma or Equivalent required or Trade/Technical/Vocational Diploma Related Field of Study preferred.


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


• Administrative Assistant or Secretarial Experience 2-3 years required.

Skills for Success

• Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other office technologies.


• Strong organizational and administrative skills with the ability to manage multiple priorities in a fast-paced environment.


• Experience coordinating complex calendars, scheduling meetings, and managing the time of multiple stakeholders.


• Excellent verbal and written communication skills with a strong attention to detail.


• Ability to proofread, edit, and produce professional correspondence and documents.


• Exceptional interpersonal skills with a customer-service mindset and the ability to build strong working relationships.


• Proficiency with standard office procedures and equipment, including scanning, printing, filing, and document management.


• Comfortable using multi-line phone systems and handling confidential information with professionalism and discretion.


• Strong problem-solving skills with the ability to anticipate needs and work independently.


• Familiarity with medical terminology and healthcare environments preferred.

Working Model

Onsite

Shift

Onsite 7am-3:30pm, 8:30am-5pm M-F

Location

165 Cambridge Street, Boston MA - MGH.

Pay

$19.81 - $28.30 per hour

Base pay information provided offers an estimate based on the minimum job qualifications; 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

0100 Mass General Brigham Incorporated 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.