Senior Administrative Assistant - OBGYN

Site:
The Brigham and Women's 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 The Senior Administrative Assistant provides high-level administrative support to the Reproductive Endocrinology & Infertility Division. Position requires advanced administrative skills and experience in Outlook calendar management and Microsoft Office Suite. The candidate should possess a high degree of organization, the ability to prioritize assignments, respond to inquiries in a timely manner, follow up and communicate on outstanding issues. The Senior Administrative Assistant utilizes an enormous amount of judgment and discretion in dealing with confidential and sensitive matters for patients and in screening and handling certain routine and administrative functions on behalf of the Division of Reproductive Endocrinology & Infertility.

Qualifications

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Perform duties under moderate supervision with intermediate to advanced proficiency in administrative skills.

Assist in the planning and execution of special projects and events.

Oversee office supplies inventory, ordering, and distribution.

Arrange logistics for internal and external meetings, including room bookings and catering.

Handle incoming and outgoing correspondence, including emails, letters, and phone calls.

Monitor project timelines and ensure deadlines are met.

Manage and maintain assigned physicians’ CVs, licensure, and tracking CMEsEnsure office equipment is properly maintained and serviced.

Serve as the primary point of contact between assigned physicians and internal/external stakeholders.

Organize and maintain office files, both electronic and physical.

Manage and maintain assigned physicians’ schedules, including appointments, meetings, and travel arrangements.

Schedule, coordinate, and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.

Prepare, review, and edit reports, presentations, and other documents.

Coordinate with IT for technical support and equipment needs.

Draft and distribute memos, announcements, and other communications as directed.

Provide cross coverage as needed

Follow HIPAA guidelines for the management of patient privacy and confidentiality.

Other duties, as assigned.

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 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 SKILLS/ ABILITIES/ COMPETENCIES

REQUIRED:

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.

Additional Job Details (if applicable)

Physical Requirements Standing Occasionally (3-33%)Walking Occasionally (3-33%)Sitting Constantly (67-100%)Lifting Occasionally (3-33%) 20lbs - 50lbsCarrying Occasionally (3-33%) 20lbs - 50lbsPushing 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%)Remote Type Hybrid Work  Location
75 Francis Street Scheduled Weekly Hours
40

Employee Type Regular Work  Shift Day (United States of America)
Pay Range $20.84 - $29.79/Hourly Grade4

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…