Senior Administrative Assistant

About the Organization

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 supports the Division Chief as well as administrative needs of other individuals within the division by performing a full range of administrative and clerical functions that keep operations running smoothly across entry- through senior-level responsibilities. Core duties include managing calendars and appointments; coordinating and facilitating meetings, travel, conference calls, and related logistics; preparing, proofreading, and editing correspondence, reports, presentations, and meeting minutes; handling incoming calls, emails, and mail with professionalism and confidentiality; and organizing and maintaining electronic and physical filing systems, office supplies, and equipment. Prepare spreadsheets, assist with payroll and transcription, remain current on unit policies, serve as a primary point of contact to internal and external stakeholders, and support special projects and events; may guide other administrative staff while ensuring deadlines are met and office operations are efficient.

Does this position require Patient Care? No

Essential Functions

• Prepare reports, meeting minutes, correspondence, and presentations; create and edit documents and spreadsheets.
• Manage calendars, arrange appointments and itineraries; coordinate meetings, room bookings, and travel logistics; process expense reports.
• Handle incoming and outgoing correspondence (email, letters, phone calls) with professionalism and confidentiality.
• Organize and maintain electronic and physical files; oversee office supplies and equipment requests.
• Serve as a point of contact for internal and external stakeholders; draft memos and announcements as directed.
• Support special projects and events; follow up on action items and track deadlines.
• Assist with budget preparation and updates (e.g., compiling line items, tracking spend vs. plan, and maintaining basic spreadsheets).
• Track agreements, purchase orders, and invoices; coordinate with Accounts Payable to ensure timely processing and accurate coding.
• Liaise closely with the Lab Manager, Finance Department, Staffing Affairs/HR, and Accounts Payable on routine and ad hoc items.
• Maintain logs for vendor onboarding, W-9s, invoice status, and reimbursements; escalate discrepancies to finance partners.
• Support reconciliation of monthly statements; organize backup documentation for audits and internal reviews.
• Utilize Insight and/or Workday for transactions, reporting, and HR/position tracking workflows.
• Coordinate and arrange office services and logistics, including supplies, equipment and environment.
• Submit PI's expense reports (lab members submit their own, but may need a resource initially, which is hopefully the admin).
• Serve as the POC for their lab regarding travel policies/procedures. The admin is aware in advance of travel. Most compliance issues arise upon their return during the reimbursement request.
• Be responsible for the PI's biosketch, CV and maintenance role in Other Support documents. OS is a shared responsibility amongst the GM, admin and PI. GM maintains active section and overlap statements while we rely on the admin to closely work with the PI on the pending and status of pending sections.
• Attend Neurology Research Support Staff meetings monthly to remain up-to-date in the latest policies and procedures impacting their divisions/labs.
• Maintain a list of lab/division members and provide to GM routinely (there are several POIs that finance is unaware of since they are not employed or charged salaries to the funds).
• Provide orientation and mentorship to other administrative personnel.
• Serve as subject matter expert on administrative processes and policies.
• Participate in other responsibilities as assigned as well as meetings, on committees and as a member of administrative initiatives.

Qualifications

Education

• High School Diploma or Equivalent required
• Associate's Degree in Business Administration preferred
• Associate's Degree in Related Field of Study preferred

Can this role accept experience in lieu of a degree? No

Experience

• Administrative role experience, preferably in a healthcare setting: 5-7 years required
• 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

Job Details

• Remote Type: Hybrid
• Work Location: 60 Fenwood Road
• Scheduled Weekly Hours: 40
• Employee Type: Regular
• Work Shift: Day (United States of America)
• Grade: 4

Compensation and Benefits

Pay Range: $20.84 - $29.79/Hourly

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. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.

Equal Opportunity Statement

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 by 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.

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 shared expectations for success.