Administrative Assistant Senior

Site: 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.

Job Summary

Summary
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.

-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.

-Oversee office supplies inventory ordering and distribution.

-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 time lines and ensure deadlines are met.

EducationHigh School Diploma or Equivalent required or Associates Degree Business Administration preferred or Associates Degree Related Field of Study preferredCan this role accept experience in lieu of a degreeNoLicenses and CredentialsExperienceExperience in an administrative role preferably in a healthcare setting 5-7 years required and Experience supporting senior-level staff 1-2 years preferredKnowledge 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.

The Neurological Clinical Research Institute (NCRI) develops designs supports and manages innovative observational and interventional trials for neurological disorders. This fast-paced institute has an impressive record of efficiently organizing overseeing coordinating and conducting small and large multi-center international clinical trials. The mission of the NCRI is to accelerate translational research in neurological disorders through initiating and testing novel therapies. The NCRI also serves as a Coordinating Center for theNetwork of Excellence in ALS (NEALS) a non-profit research consortium committed to the cooperative implementation timely completion analysis and reporting of clinical trials and other research studies aimed at improving patient care and understanding of the disease process of Amyotrophic Lateral Sclerosis (ALS).

The Senior Administrative Assistant will provide administrative and project support to the NCRI Project Management team.

The position requires a high degree of flexibility and independence with the ability to multitask and prioritize tasks in a fast-paced environment.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Provide administrative support for project management-related infrastructure activities related to the NCRI academic research organization including:

• Supporting the NCRI and Healey & AMG Center leadership teams

• Maintains calendar and calendar items for assigned projects.

• Organizes schedules and reserves conference rooms for weekly team operations meetings.
• Supports planning and travel logistics of network-related meetings and conferences.
• Orders special equipment office supplies customized materials computer/software and accessories on an ad hoc basis.
• Coordinates types proofreads and edits letters memos meeting minutes reports manuscripts correspondence grant proposals protocols and other related documents at the highest level of proficiency.
• Reviews mail (including email) answers when appropriate and/or forwards to appropriate persons.
• Troubleshoot routine/non-routine problems and take measures to correct/handle issues.

• Create communication that includes newsletters email materials and announcements
• Assisting with administrative activities related to the governance committees of a trial including but not limited to the Executive Committee Patient Advisory Committee Design Committee Biomarker Committee and updating and maintaining conflict of interest forms and trackers
• Planning attending and assisting with logistical activities for project-related in-person hybrid and remote meetings.
• Coordinating any other in-person or hybrid meetings between the leadership team and external vendors.
• Assist with operational aspects of meeting planning (investigator/training meetings) to include: planning executing and overseeing expense aspects (i.e. adhering to budget and business expense policy and managing travel reimbursements as needed).

Provide direct administrative support to the Project Management Team:

• General administrative support to the NCRI projects (e.g. electronic file organization shared drive organization formatting project documents general project communications/calendar)
• Planningfor face-to-face conferences scheduling team meetings and conference calls ordering supplies for the team and providing some research and network-related support as needed.
• Operational support to the Project Management weekly teleconferences in- person meetings and center webinars.

• Conducts literature searches and web searches and organizes findings

• May be required to provide reports on various activities related to Project Management (i.e. Standard Operating Procedures (SOP) version tracking staff training etc.).
• Assist the Project Management team in developing work instructions for administrative team members and other related duties that arise
• May assist with manuscript/abstract/poster preparations and submissions for conferences including formatting references proofreading graphics slides and other tasks

• Incorporates data from existing information into spreadsheets/databases in an organized and presentable format.

• Reviews the appropriate use of equipment supplies and physical facilities; holds staff accountable for safe and efficient practice

Other duties assigned and within the scope of the role

• Provide general office support at Assembly Row offices
• Maintains a safe and welcoming environment for visitors and staff

SKILLS/COMPETENCIES:

• Excellent Customer Service skills
• Experience with MS Office (Word Excel PowerPoint)
• Independent judgment and problem-solving skills
• Experience with calendar and meeting coordination
• Careful attention to detail
• Excellent interpersonal and communication skills
• Ability to work well under pressure and under a deadline
• Ability to handle sensitive information
• Ability to work independently and flexibly but as part of a team
• Strong professionalism

EXPERIENCE:

Experience in clinical research setting strongly preferred

Hybrid

399 Revolution Drive

40

Regular

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 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.

1200 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 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 .

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