Administrative Assistant RESEARCH NEUROLOGY WR

Site: The Brigham and Womens 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

Summary:
Specializes in providing routine administrative and secretarial support as directed and under moderate supervision for an individual group or department. Responsibilities may include coordination and scheduling supplies and equipment ordering meeting minutes correspondence answer and transfer phone calls prepare spreadsheets and presentations manage schedules coordinate travel conference calls payroll and transcription. This is an intermediate-level support role.


Essential Functions:
Prepare reports meeting minutes and correspondence.

Create and edit documents spreadsheets and presentations.

Manage schedules arrange appointments and itineraries.

Coordinate meetings travel conference calls and complete expense reports.

Answer and transfer phone calls.

May perform transcription and proofread and edit literature prepare applications for department.

Remain knowledgeable of business unit policies.

May make contacts of a sensitive complex and confidential nature.

Completes routine tasks under moderate supervision.

Performs other duties as assigned.

Complies with all policies and standards.

Does this position require Patient Care (indirect/direct) No

Education

High School Diploma or Equivalent required or

Trade/Technical/Vocational Diploma Related Field of Study preferred

Experience

Administrative Assistant or Secretarial Experience 2-3 years required preferably in an academic medical or corporate environment.

Experience with event management preferred.

Knowledge Skills & Abilities

Proficiency with office procedures and equipment i.e. filing copying scanning printing and faxing.

Proficiency in MS Office.

Ability to proofread and edit written documents.

Ability to use phone system.

Managing ones own time and the time of others.

Strong verbal & written communication skills.

Strong interpersonal written and oral skills.

Ability to use standard office equipment.

Familiarity with medical terminology.

The Administrative Assistant will be a central partner to the Chief of the Division of Headache and Facial Pain helping to keep both the division and the research laboratory running smoothly and efficiently. This role blends executive support (e.g. calendar management meeting and travel coordination and expense reporting) with creative and team-oriented projects like website construction organizing events and quality improvement projects to improve lab and division operations. Its a position for someone who enjoys variety problem-solving and making sure that all the moving pieces of a busy academic and research program come together seamlessly.

The ideal candidate is proactive detail-oriented organized and collaborativesomeone who takes pride in improving operations while also enjoying the chance to be part of a dynamic and innovative academic environment that is working hard to deliver the best care to patients and research new treatments for headache and pain disorders.

Principal Duties:

• Works closely with the PI to manage business calendar for the PI. This will include coordinating recurring group meetings both on- and off-site including securing transportation room locations and catering as required. Will also organize meetings either via phone or videoconference and will be responsible for communicating PI availability to the Program Director and laboratory members.
• Coordinates domestic and international travel arrangements for the PI including flights hotel and ground transportation and associated visa paperwork.
• Processes travel expenses and invoices. Tracks all invoice activity including generating purchase orders and following up on unpaid invoices.
• Coordinates arrangements for visiting speakers and prospective candidates. This includes greeting/escorting candidates arranging travel hotel and meal accommodations as well as expense on-site arrangements for conferences/meetings as catering for meetings and special events as required.
• Event management including coordination of schedules publicity venues catering travel arrangements A/V support and expense reimbursement.
• Organizes maintains and develops office files directories listings (may include grants manuscripts reprints of journal articles CVs biosketches photographs protocols office forms research information etc.) as necessary for the operation of the office.
• General administrative duties for laboratory members will include preparing FedEx shipments ordering office supplies maintaining computer hardware/software inventory including purchasing upgrades for both as required.
• Keeps the lab and division websites updated.
• Manages internal and external email and Teams communication lists.
• Assists PI in submitting grant updates as required to sponsors.
• Assists in preparation editing and distribution of miscellaneous reports posters announcements and other documents and visual materials.
• Remains knowledgeable of business unit policies.
• Can complete routine tasks independently but comfortable seeking guidance from PI when needed.
• Other duties and special projects as assigned.

Preferred Skills

• Excellent spoken and written communications skills including accurate grammar spelling and punctuation; familiarity with scientific and medical terminology; able to communicate complex information accurately.
• Highly proficient with Microsoft Office and other standard business software including Windows and Mac to learn new software tools quickly.
• Proficiency with spreadsheet management including numbers able to manage expenses budgets and purchasing.
• Proficiency with responsibly using and verifying AI generated content to improve workflows (e.g. ChatGPT google Gemini Claude).
• Strong organizational skills including ability to manage calendars schedules and prioritization among multiple tasks often with tight deadlines.
• A professional demeanor able to interact effectively with senior clinicians researchers and colleagues at all levels inside and outside the organization.
• Can manage confidential information (e.g. personnel or financial matters) with discretion.
• Enthusiasm for science and medicine commitment to PIN mission of understanding the brain and treating brain diseases.
• A problem-solving mindset undeterred by frequent change can use initiative and judgment to overcome administrative obstacles learn new skills and solve unfamiliar challenges.
• Ability to prioritize in order to meet deadlines.

Onsite

60 Fenwood Road

40

Regular

Day (United States of America)

Pay Range

$18.22 - $26.06/Hourly

Grade

3

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 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.

The Brigham and Womens 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 Veterans 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 .

Mass General Brigham Competency Framework