Sr. Administrative Assistant

2200 The Brigham and Women's Hospital, Inc.; United States; Hybrid; USD 59,715,000 - 85,360,000; Full time

Job summary

The Brigham and Women's Hospital, Inc. is seeking a Senior Administrative Assistant to support the Radiation Oncology physician group. You will manage multiple calendars, coordinate meetings, record minutes, provide office management, and handle projects defined by leadership.

This hybrid role offers 3 days onsite and 2 days remote, with flexibility to adjust per departmental needs. Ideal candidates are proactive, detail-oriented professionals who thrive in a fast-paced environment and balance

Qualifications

• 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.

Responsibilities

• Calendar & Scheduling Management: manage complex scheduling, coordinate meetings and forums across activities.
• Maintain schedules and tracking tools; ensure accuracy and timely updates.
• Provide general administrative and project support; respond to ad hoc requests and improve efficiency.
• Meeting & Conference Coordination: organize meetings, conferences, and events (in-person/virtual); arrange venues, tech, catering; prepare agendas and minutes.
• Coordinate travel and conference logistics, including registrations, itineraries and expense reimbursements.
• Academic & Faculty Support: assist with documents, presentations, CVs; submit letters of recommendation via ERAS or email/mail.
• Onboarding and competency tracking: support onboarding, reappointment and tracking processes; manage visitors and access.
• Order and manage office supplies and equipment; maintain physician administrative office space.
• Assist in IT issue triage and support website/resources updates.
• Collaborate with administrative team; participate in special projects and initiatives.

Skills

Strong written and verbal comms

Microsoft Office Suite

Organizational skills

Multi-tasking / prioritization

Interpersonal skills

Confidential information handling

Problem-solving / workflow management

Adaptability to changing priorities

Education

High School Diploma or Equivalent

Job description

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

Mass 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 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 onsite and 2 days remote (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.

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

High School Diploma or Equivalent Required. Can this role accept experience in lieu of education? No.

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 4 At 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.

Mass General Brigham Competency Framework

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. Combat disease. Hold a hand. Help people. Impact the world. Mass General Brigham is a passionate, welcoming community where minds meet caring hearts. Come be a part of the world’s most powerful force in medicine, where every role is important in changing lives. Are you ready? Our history includes New England hospitals founded over 200 years ago, some of the first and most prestigious hospitals in the world. Built on the legacy of two leading academic medical centers, we’re more than a system—we’re leaders in the practice of medicine. Mass General Brigham is committed to serving the community. We are dedicated to enhancing patient care, teaching and research, and taking a leadership role as an integrated health care system. We recognize that increasing value and continuously improving quality are essential to maintaining excellence.