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 provides high-level administrative support to the Division of Maternal Fetal Medicine. Position requires advanced administrative skills and experience in Outlook calendar management and Microsoft Office Suite. The candidate should possess a high degree of organization, the ability to prioritize assignments, respond to inquiries in a timely manner, follow up and communicate on outstanding issues. The Senior Administrative Assistant utilizes an enormous amount of judgment and discretion in dealing with confidential and sensitive matters for patients and in screening and handling certain routine and administrative functions on behalf of the Division of Maternal Fetal Medicine.
Qualifications
PRINCIPAL DUTIES AND RESPONSIBILITIES:
• Perform duties under moderate supervision with intermediate to advanced proficiency in administrative skills.
• Assist in the planning and execution of special projects and events.
• Oversee office supplies inventory, ordering, and distribution.
• Arrange logistics for internal and external meetings, including room bookings and catering.
• Handle incoming and outgoing correspondence, including emails, letters, and phone calls.
• Monitor project timelines and ensure deadlines are met.
• Manage and maintain assigned physicians’ CVs
• Ensure office equipment is properly maintained and serviced.
• Serve as the primary point of contact between assigned physicians and internal/external stakeholders.
• Organize and maintain office files, both electronic and physical.
• Manage and maintain assigned physicians’ schedules, including appointments, meetings, and travel arrangements.
• Schedule, coordinate, and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.
• Prepare, review, and edit reports, presentations, and other documents.
• Coordinate with IT for technical support and equipment needs.
• Draft and distribute memos, announcements, and other communications as directed.
• Create and manage call schedules in QGenda and manage swaps and coverage gaps.
• Provide cross coverage as needed
• Follow HIPAA guidelines for the management of patient privacy and confidentiality.
• Other duties, as assigned.
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
• 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.
Education
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
Additional Job Details (if applicable)
Physical Requirements
- Standing Occasionally (3-33%)
- Walking Occasionally (3-33%)
- Sitting Constantly (67-100%)
- Lifting Occasionally (3-33%) 20lbs - 50lbs
- Carrying Occasionally (3-33%) 20lbs - 50lbs
- Pushing 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 Type
Work Location
Scheduled Weekly Hours
Employee Type
Work Shift
Pay Range
$20.84 - $29.79/HourlyGrade
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. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.
EEO Statement:
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.
Skills Required
- 5-7 years experience in an administrative role, preferably in a healthcare setting
- 1-2 years experience supporting senior-level staff
- High School Diploma or Equivalent (Associate's in Business Administration preferred)
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Advanced Outlook calendar management and administrative skills
- Experience creating and managing call schedules in QGenda
- Familiarity with hospital administration processes and healthcare regulations including HIPAA
- Ability to organize meetings, prepare agendas/minutes, and manage travel arrangements for physicians
What We Do
Mass General Brigham is an integrated academic health care system, uniting great minds to solve the hardest problems in medicine for our communities and the world. Mass General Brigham connects a full continuum of care across a system of academic medical centers, community and specialty hospitals, a health insurance plan, physician networks, community health centers, home care, and long-term care services. Mass General Brigham is a nonprofit organization that is committed to patient care, research, teaching, and service to the community. In addition, Mass General Brigham is one of the nation’s leading biomedical research organizations and a principal teaching affiliate of Harvard Medical School.
