Sr. Administrative Assistant

Brigham and Women's Hospital; Boston (MA); Hybrid; USD 29,000 - 41,000; Full time

Job summary

The Brigham and Women’s Hospital, Inc. is seeking a Senior Administrative Assistant to support the Radiation Oncology physician group.

The role will manage complex calendars, coordinate meetings and conferences, record minutes, provide general secretarial support and office management, and contribute to projects defined by leadership. This hybrid position offers 3 days remote and 2 days on site, with flexibility to adapt to departmental needs.

Qualifications

• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities and work independently.
• Strong interpersonal skills with ability to engage professionally across all levels.
• Demonstrated ability to handle confidential information.
• Proactive approach to problem-solving and workflow management.
• Ability to adapt to changing priorities in a dynamic environment.

Responsibilities

• Manage complex scheduling needs, including coordinating meetings, conferences, and recurring departmental forums; maintain calendars and ensure alignment across academic, administrative, and clinical activities.
• Maintain schedules and tracking tools (e.g., call schedules, time away, faculty metrics), ensuring accuracy and timely updates.
• Provide general administrative and project support, including responding to ad hoc requests and leveraging tools and systems to enhance efficiency.
• Organize meetings, conferences, and events (in-person and virtual) including room reservations, technology setup, and ordering catering/refreshments for onsite meetings.
• Prepare agendas, materials, and record meeting minutes
• Coordinate travel and conference logistics (in-person and virtual), including registrations, itineraries, and expense reimbursement
• Provide high-level administrative support to faculty, including preparation and management of documents, presentations, correspondence, and CVs.
• Submit letters of recommendation via on-line systems (ERAS, etc.) or via email/mail
• Support physician onboarding, reappointment, and competency tracking processes
• Coordinate departmental visitors, including onboarding logistics (badging, access)
• Order and manage office supplies and equipment (e.g., phones, pagers, lab coats)
• Maintain physician administrative office space and submit maintenance requests
• Assist in triaging basic IT issues and elevate as appropriate
• Support updates to departmental websites and shared resources
• Collaborate with administrative team to ensure coverage across physician groups
• Participate in special projects and initiatives as assigned

Skills

Communication skills

Microsoft Office

Organizational skills

Multitasking

Interpersonal skills

Confidentiality

Problem solving

Adaptability

Tools

Microsoft Office Suite

Job description

Site: The Brigham and Women's Hospital, Inc.

Job Summary

The Senior Administrative Assistant will support all the administrative and academic needs of the Radiation Oncology physician group. The Senior Administrative Assistant will be responsible for handling multiple calendars and schedules, coordinating meetings and conferences, recording minutes at meetings, providing general secretarial support and office management, and working on projects defined by the Sr. Administrative Manager, Administrative Director, Clinical Director, and/or Executive Director.

This hybrid position offers 3 days remote and 2 days on site (subject to change based on departmental/organizational needs), providing flexibility while maintaining meaningful connections with colleagues. Ideal candidates are proactive, detail-oriented professionals who thrive in a fast-paced environment and enjoy balancing high-level administrative support with day-to-day operational responsibilities.

The posted salary reflects the starting range for this position. Actual compensation will be based on the selected candidate's qualifications, including experience, education, and relevant skills.

Qualifications

Key Responsibilities

Calendar & Scheduling Management

• Manage complex scheduling needs, including coordinating meetings, conferences, and recurring departmental forums; maintain calendars and ensure alignment across academic, administrative, and clinical activities.
• Maintain schedules and tracking tools (e.g., call schedules, time away, faculty metrics), ensuring accuracy and timely updates.
• Provide general administrative and project support, including responding to ad hoc requests and leveraging tools and systems to enhance efficiency.

Meeting & Conference Coordination

• Organize meetings, conferences, and events (in-person and virtual) including room reservations, technology setup, and ordering catering/refreshments for onsite meetings.
• Prepare agendas, materials, and record meeting minutes
• Coordinate travel and conference logistics (in-person and virtual), including registrations, itineraries, and expense reimbursement

Academic & Faculty Support

• Provide high-level administrative support to faculty, including preparation and management of documents, presentations, correspondence, and CVs.
• Submit letters of recommendation via on-line systems (ERAS, etc.) or via email/mail

Operational & Administrative Support

• Support physician onboarding, reappointment, and competency tracking processes
• Coordinate departmental visitors, including onboarding logistics (badging, access)
• Order and manage office supplies and equipment (e.g., phones, pagers, lab coats)
• Maintain physician administrative office space and submit maintenance requests

Technology & Systems Support

• Assist in triaging basic IT issues and elevate as appropriate
• Support updates to departmental websites and shared resources

General Support

• Collaborate with administrative team to ensure coverage across physician groups
• Participate in special projects and initiatives as assigned

Additional Job Details (if applicable)

SKILLS / COMPETENCIES

• Strong written and verbal communication skills
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint)
• Excellent organizational skills and attention to detail
• Ability to manage multiple priorities and work independently
• Strong interpersonal skills with ability to engage professionally across all levels
• Demonstrated ability to handle confidential information
• Proactive approach to problem-solving and workflow management
• Ability to adapt to changing priorities in a dynamic environment

WORKING CONDITIONS

• Hybrid role with both on-site at BWH (Longwood Medical Area) primarily and potentially other MGB Radiation Oncology sites as needed and remote work

Remote Type

Hybrid

Work Location

45 Francis Street

Scheduled Weekly Hours

40

Employee Type

Regular

Work Shift

Day (United States of America)

Pay Range

$20.84 - $29.79/Hourly

Grade

4At 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.

EEO Statement

2200 The Brigham and Women's Hospital, Inc. 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.

At 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.