Senior Administrative Assistant (Communications and Outreach Coordination)

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.

Education
High School Diploma or Equivalent required or Associates Degree Business Administration preferred or Associates 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

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.

The position requires a high degree of flexibility the ability to prioritize tasks independence and a willingness to participate in multiple activities and provide support by working with the team.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Responsible for staying well-informed about NeuroNEXT Network activities and communicating updates to the Network and the public. More specifically:

• Develops coordinates and maintains materials on the Network website () related to overall Network operations and specifically the CCC
• Develops coordinates finalizes and distributes Network-level newsletters monthly

• Provides administrative support for the Director including:
  • Screens and manages issues as they are presented; troubleshoots and provides effective solutions using sound judgment and maintains confidentiality
  • Manages travel and requests for reimbursement
• Attends and participates in NeuroNEXT meetings and committees to keep abreast of current activities within the Network
• Provides webinar and videoconference support for all Network infrastructure activities and training for other administrative staff on the use of equipment and services
• Provides operational support to the NeuroNEXT Executive Committee (NEC) including:
  • Scheduling and distributing materials for in-person meetings
  • Preparing finalizing and distributing meeting agendas and meeting minutes in collaboration with the Director NEC Co-Chairs and colleagues at the Data Coordinating Center
  • Scheduling committee chairs to present quarterly NEC updates
• Manages Network-level policies and guidelines updating and distributing them as needed
• Assist with planning and execution of all aspects of the annual NeuroNEXT Network meeting with 100 attendees from across the US
• Manages operational aspects of in-person meeting planning and execution including:

• Handle catering requests for meetings venue research and selection for an on or off-site meeting
  • Oversee all financial aspects (i.e. staying within budget managing travel reimbursement requests etc.) in collaboration with the Director and appropriate Grant Administrator
  • Communicating with and distributing meeting materials to all meeting participants
  • Assist with the development of agendas and meeting materials (name badges registration materials handouts slide presentations etc.)
  • Manage on-site registration audiovisual requirements/needs and any venue-related issues as they arise
  • Prepare finalize and distribute meeting minutes to all attendees

• Provide operational support to the NeuroNEXT leadership team pre-award team and various Network committees including:
  • Scheduling and distribution of materials for all teleconferences webinars and video conferences
  • Work with meeting leaders to prepare finalize and distribute meeting agendas and minutes
  • Assist the Conflict-of-Interest Committee in requesting and collecting annual updates on Network-related conflicts from members of the Coordinating Centers and Clinical Study Sites
  • Assist the Education Committee in conducting various educational webinars and the logistics of sharing recorded training via the NeuroNEXT website
  • Assist with compiling materials (site interest NIH bio sketches enrollment projection tables etc.) for NeuroNEXT grant applications with a high level of proficiency
  • Provide logistical support to external entities
• Other duties as assigned within the scope of the role

QUALIFICATIONS:

• A bachelors degree or equivalent level of experience is preferred
• 5-7 years of related experience
• Superior research and writing skills. Strong technical skills.
• Superior interpersonal communication skills; ability to interact effectively with a variety of persons with different backgrounds and knowledge sets
• Previous experience in a clinical research setting preferred but not required.

SKILLS/ABILITIES/COMPETENCIES:

• Excellent organizational and management skills
• Strong analytical and computer (MS Office) skills
• Independent judgment and problem-solving skills
• Careful attention to detail
• Excellent interpersonal and communication skills
• Ability to work with outside vendors to plan and operationally manage administrative aspects of the NeuroNEXT annual meeting and other Network infrastructure-related meetings (NEC Network leadership etc.)
• Ability to understand and assist with budgetary aspects of meeting planning including management of travel reimbursements for attendees
• Ability to work well under pressure and under deadlines
• Ability to handle sensitive information
• Ability to work independently but as part of a team
• Strong professionalism

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 .