Senior Admin Assistant - Waltham OBGYN

Massachusetts General Hospital; Waltham (MA); On-site; USD 29,000 - 40,000; Full time

Job summary

Massachusetts General Hospital is seeking an experienced administrative professional to provide high-level support to the executive and management teams. This role manages schedules, coordinates meetings, and handles correspondence to ensure efficient office operations.

The ideal candidate has 5-7 years in healthcare administration, strong Microsoft Office skills, and excellent communication. Onsite role with a 40-hour week, some travel for meetings, and opportunities to lead junior staff.

Qualifications

• 5-7 years of administrative experience, preferably in a healthcare setting.
• Experience supporting senior-level staff.
• Proficient in Microsoft Office Suite and able to produce reports and presentations.
• Excellent verbal and written communication and strong organizational skills.
• Familiarity with hospital administration processes and healthcare regulations.

Responsibilities

• 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 agendas and minutes.
• Arrange logistics for internal and external meetings, including room bookings and catering.
• Serve as the primary point of contact between executives and stakeholders.
• Draft and distribute memos and announcements.
• Oversee office supplies inventory, ordering, and distribution.
• Coordinate with IT for technical support and equipment needs.
• Assist in planning and execution of special projects and events.
• Monitor project timelines and ensure deadlines are met.

Skills

Microsoft Office Suite

Verbal and written communication

Organizational skills

Education

High School Diploma or Equivalent

Associate's Degree in Business Administration or Related Field preferred

Tools

Microsoft Office

Job description

Site: The General Hospital CorporationMass 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 SummarySummaryThis 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?NoEssential 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.QualificationsEducation 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 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)Physical RequirementsStanding Occasionally (3-33%)Walking Occasionally (3-33%)Sitting Constantly (67-100%)Lifting Occasionally (3-33%) 20lbs - 50lbsCarrying Occasionally (3-33%) 20lbs - 50lbsPushing 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 TypeOnsiteWork Location52 Second AvenueScheduled Weekly Hours40Employee TypeRegularWork ShiftDay (United States of America)Pay Range$20.84 - $29.79/HourlyGrade4At 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, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.EEO Statement:1200 The General Hospital Corporation 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.Mass General Brigham Competency FrameworkAt Mass General Brigham, our competency framework defines what effective leadership “looks like” by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.