Senior Administrative Assistant, Mass General Brigham AI Center

Mass General Brigham Incorporated; Boston (MA); On-site; USD 31,000 - 44,000; Full time

Job summary

Mass General Brigham is seeking a Senior Administrative Assistant to be the right hand to the Director and executive team at the AI Center in Boston. This 100% on-site role protects leadership time, coordinates meetings and travel, and drives high-visibility projects in a mission-driven hospital setting.

You will manage calendars, prepare briefing notes, coordinate VIP visits, and support strategic initiatives from concept to completion.

Qualifications

• 5+ years supporting senior executives, faculty leaders, physicians, research leaders, or C-suite stakeholders.
• Exceptional organizational and written communication skills.
• Discretion with highly sensitive information and complex scheduling.
• Ability to manage multiple priorities under pressure.

Responsibilities

• Manage Director’s time and calendar, including internal meetings, external partnerships, leadership sessions, and donor engagements.
• Coordinate invitations for lectures, panels, advisory boards, and government briefings; handle bios, headshots, and talk titles.
• Plan and execute VIP visits and site visits; arrange catering and AV as needed.
• Provide operational support to the executive team, coordinating leadership meetings, retreats, and strategic planning sessions.
• Draft polished correspondence and briefing notes for high-stakes conversations.
• Own special projects from concept to completion (center launches, events, donor materials).

Skills

Calendar management

Written communication

Interpersonal skills

Discretion

Stakeholder management

Education

High School Diploma

Bachelor’s degree

Tools

Microsoft Office

Google Workspace

Zoom/Teams

Job description

Site: Mass General Brigham IncorporatedMass 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 SummaryThis role is 100% on-site and will report to 60 Fernwood Road in Boston, MA.This is a rare chance to sit at the center of one of the most ambitious efforts in healthcare today: building a world-class institutional platform for artificial intelligence in medicine. The MGB AI Center brings together leading clinicians, scientists, engineers, and operational leaders across Mass General Brigham and Harvard to shape the future of biomedical research and patient care.We’re looking for an exceptional Senior Administrative Assistant to be the right hand to our Director and executive team. This is not a behind-the-scenes administrative job. It’s a high-visibility, high-trust operational role for someone who thrives at the intersection of strategy, relationships, and flawless execution, and who wants their work to matter.If you are the kind of person who anticipates the need before it’s spoken, brings calm to chaos, and takes genuine pride in making a complex organization run beautifully, we’d love to meet you.You’ll be a trusted partner to leadership, protecting their time, sharpening their focus, and ensuring the Center operates at the highest level. Your work will touch nearly every part of the Center’s mission.Essential Functions:• Manage the Director’s time and calendar (internal meetings, external partnerships, leadership sessions, board-style meetings, donor engagements, interview coordination, and high-stakes institutional commitments).• Serve as a key liaison between the Center and the wider Mass General Brigham hospital system, as well as Harvard and university operations to coordinate across departments, administrative offices, and institutional functions.• Arrange domestic and international travel end-to-end, including flights, hotels, itineraries, conference logistics, and reimbursements.• Manage invitations for lectures, panels, advisory boards, and government briefings, handling bios, headshots, talk titles, and every detail so leadership can focus on showing up at their best.• Coordinate VIP visits and guest experiences. Plan and execute site visits (develop agendas, coordinate catering, and coordinate AV) for visitors, collaborators, donors, industry partners, and academic leaders.• Provide operational support to the executive team, coordinating leadership meetings, retreats, and strategic planning sessions.• Manage relationships with external collaborators, industry and philanthropic partners, academic institutions, and government stakeholders.• Draft polished correspondence and prepare leadership for high-stakes conversations with briefing notes and timely follow-up• Handle highly sensitive information with discretion, including strategic plans, personnel matters, financial details, research partnerships, and IP discussions,• Own special projects (e.g. center launches, events, executive briefings, donor materials, and strategic initiatives), and carry projects from first idea to finish.QualificationsRequired5+ years supporting senior executives, faculty leaders, physicians, research leaders, or C-suite stakeholdersHigh School Diploma required (Bachelor’s degree highly preferred)PreferredPrior experience working within Mass General Brigham will be considered a strong plusPrior familiarity with AI workflows is considered a plus, though not requiredExperience in an academic medical center, hospital system, university, research institute, startup, or technology organizationFamiliarity with AI, healthcare, biomedical research, or academic medicineA track record coordinating VIP visits, advisory boards, conferences, or executive-level external engagementsComfort working alongside senior faculty, physicians, scientists, entrepreneurs, philanthropists, or government stakeholdersKnowledge, Skills, and AbilitiesExceptional organizational, calendar management, written communication, and interpersonal skillsOutstanding judgement, discretion, and grace under pressureA talent for juggling competing priorities without dropping a detailProficiency with Microsoft Office, Google Workspace, Zoom/Teams, and travel and expense systemsWho You AreYou’re calm under pressure, deeply reliable, and remarkably polished. You see around corners, anticipating problems before they arise and solving them quietly. You move fast without sacrificing accuracy, navigate sensitive relationships with ease, and bring order to complexity. Above all, you understand that this role isn’t just administrative, it’s central to helping a mission-driven leadership team change what’s possible in medicine.Why Join UsAt the MGB AI Center, your work will help shape the future of healthcare innovation. You’ll operate at the heart of a major AI and healthcare initiative, alongside some of the most accomplished minds in medicine and technology, with a front-row seat to work that genuinely improves lives.Additional Job Details (if applicable)Working ConditionsThis role is 100% onsite at 60 Fernwood Road in Boston, MA, which requires flexibility to support occasional early morning, evening, or urgent scheduling needsRemote TypeOnsiteWork Location60 Fenwood RoadScheduled Weekly Hours40Employee TypeRegularWork ShiftDay (United States of America)Pay Range$22.22 - $31.71/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: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.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.