Senior Administrative Assistant - OBGYN

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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.

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.

• 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 CMEs.
• Ensure 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.

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

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.

• 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.

• Physical Requirements Standing Occasionally (3-33%)
• Walking Occasionally (3-33%)
• Sitting Constantly (67-100%)
• Lifting Occasionally…