Administrative Assistant Senior

About the Organization

The General Hospital Corporation 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.

Home Base, a Red Sox Foundation and Massachusetts General Hospital program, is dedicated to healing the invisible wounds – including post-traumatic stress, traumatic brain injury, anxiety, depression, co-occurring substance use disorder, family relationship challenges and other issues associated with Military service – for Veterans of all eras, Service Members, Military Families and Families of the Fallen through world-class clinical care, wellness, education, and research.

Job Summary

Home Base is seeking a full-time, highly organized Administrative Assistant Senior to provide executive support to our Chief Operating Officer and Senior Administrative Director. We are looking for a motivated self-starter who thrives in a fast-paced environment and possesses the agility to manage multiple moving pieces with efficiency. This role will work collaboratively with the Office Manager/Executive Assistant to the Executive Director and is a key member of the Facilities Management team.

This position is responsible for providing high-level administrative support to the executive and management teams. This role involves managing schedules, coordinating meetings, handling correspondence, and performing various clerical duties. The position is critical in ensuring efficient office operations and may also lead junior administrative staff.

Does this position require Patient Care? No

Essential Functions

• Manage and maintain executive schedules, including appointments, meetings, and travel arrangements, and complete expense reports
• Prepare, review, and edit reports, presentations, and other documents
• Handle incoming and outgoing correspondence, including emails, letters, and phone calls
• Organize and maintain office files, both electronic and physical
• Schedule, coordinate, and facilitate meetings, including preparing agendas, taking minutes, and following up on action items
• Arrange logistics for internal and external meetings, including room bookings and catering
• Serve as the primary point of contact between executives and internal/external stakeholders
• Draft and distribute memos, announcements, and other communications as directed
• Assist Office Manager with office supplies inventory, ordering, and distribution when needed
• Ensure office equipment is properly maintained and serviced
• Coordinate with IT for technical support and equipment needs
• Assist in the planning and execution of special projects and events
• Monitor project timelines and ensure deadlines are met
• Support Executive Director in Office Manager's absence

Qualifications

Education

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

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

Experience

• Experience in an administrative role, 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

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%)

Job Details

• Remote Type: Hybrid
• Work Location: One Constitution Wharf
• Scheduled Weekly Hours: 40
• Employee Type: Regular
• Work Shift: Day (United States of America)
• Pay Range: $20.84 - $29.79/Hourly
• Grade: 4

Compensation and Benefits

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 General Hospital Corporation 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.