Administrative Assistant Senior

Site:
Brigham and Women's Physicians Organization, 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.

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. This role is also responsible for processing and tracking prior authorizations for prescriptions for the department.

Does this position require Patient Care?

No

• Manage and maintain executive schedules, including appointments, meetings, and travel arrangements. Manage and track prior authorizations.
• 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 timelines and ensure deadlines are met.
• Assist with departmental marketing and education projects.

Education:

High School Diploma or Equivalent required or Associate's Degree Business Administration preferred or Associate's Degree Related Field of Study preferred. Can this role accept experience in lieu of a degree? No.

Licenses and Credentials:
None.

Experience:

5-7 years required in an administrative role, preferably in a healthcare setting, and 1-2 years preferred supporting senior-level staff.

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.

• 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%)

Hybrid

45 Francis Street

40

Regular

Day (United States of America)

$19.81 – $28.30 / 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…