Sr. Administrative Assistant

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 will support all the administrative and academic needs of the Radiation Oncology physician group. The Senior Administrative Assistant will be responsible for handling multiple calendars and schedules, coordinating meetings and conferences, recording minutes at meetings, providing general secretarial support and office management, and working on projects defined by the Sr. Administrative Manager, Administrative Director, Clinical Director, and/or Executive Director.

This hybrid position offers 3 days remote and 2 days on site (subject to change based on departmental/organizational needs), providing flexibility while maintaining meaningful connections with colleagues. Ideal candidates are proactive, detail-oriented professionals who thrive in a fast-paced environment and enjoy balancing high-level administrative support with day-to-day operational responsibilities.

Qualifications

• Calendar & Scheduling Management Manage complex scheduling needs, including coordinating meetings, conferences, and recurring departmental forums; maintain calendars and ensure alignment across academic, administrative, and clinical activities. Maintain schedules and tracking tools (e.g., call schedules, time away, faculty metrics), ensuring accuracy and timely updates.
• Provide general administrative and project support, including responding to ad hoc requests and leveraging tools and systems to enhance efficiency.
• Meeting & Conference Coordination Organize meetings, conferences, and events (in-person and virtual) including room reservations, technology setup, and ordering catering/refreshments for onsite meetings. Prepare agendas, materials, and record meeting minutes. Coordinate travel and conference logistics (in-person and virtual), including registrations, itineraries, and expense reimbursement.
• Academic & Faculty Support Provide high-level administrative support to faculty, including preparation and management of documents, presentations, correspondence, and CVs. Submit letters of recommendation via on-line systems (ERAS, etc.) or via email/mail.
• Operational & Administrative Support Support physician onboarding, reappointment, and competency tracking processes. Coordinate departmental visitors, including onboarding logistics (badging, access). Order and manage office supplies and equipment (e.g., phones, pagers, lab coats). Maintain physician administrative office space and submit maintenance requests. Technology & Systems Support Assist in triaging basic IT issues and expedite as appropriate. Support updates to departmental websites and shared resources.
  
  General Support Collaborate with administrative team to ensure coverage across physician groups. Participate in special projects and initiatives as assigned.

• Strong written and verbal communication skills
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint)
• Excellent organizational skills and attention to detail
• Ability to manage multiple priorities and work independently
• Strong interpersonal skills with ability to engage professionally across all levels
• Demonstrated ability to handle confidential information
• Proactive approach to problem-solving and workflow management
• Ability to adapt to changing priorities in a dynamic environment

• Hybrid role with both on-site at BWH (Longwood Medical Area) primarily and potentially other MGB Radiation Oncology sites as needed and remote work
• Remote Type Hybrid
• Work Location 45 Francis Street
• Scheduled Weekly Hours 40
• Employee Type Regular
• Work Shift 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,…