BFT Administrative Assistant Sr

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.

Responsible for providing high-level administrative support to hospital executives or department heads, managing complex schedules, handling confidential information, and coordinating departmental operations. This role involves advanced administrative tasks, including report generation, project coordination, and overseeing administrative processes. The position plays a key role in ensuring efficient office operations and supporting leadership in strategic initiatives.

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• Manage the schedules and calendars of hospital executives or department heads, arranging meetings, appointments, and travel while prioritizing time-sensitive tasks.
• Prepare, edit, and proofread reports, presentations, and correspondence for senior management, ensuring accuracy and professionalism.
• Assist in coordinating departmental projects, tracking progress, and ensuring deadlines are met while providing administrative support to project teams.
• Organize and coordinate meetings, including preparing agendas, scheduling, and handling logistics, as well as taking minutes and following up on action items.
• Handle sensitive information with the utmost confidentiality, including personnel records, financial data, and strategic plans.
• Oversee office operations, including supply management, equipment maintenance, and liaising with vendors to ensure smooth departmental functioning.
• Assist in budget preparation, monitoring expenditures, processing invoices, and ensuring alignment with departmental financial goals.
• Serve as the primary point of contact between department leaders and internal/external stakeholders.
• Identify and implement administrative process improvements to enhance efficiency and productivity within the department.

High School Diploma or Equivalent required or Associate's Degree Business preferred or Associate's Degree Related Field of Study preferred

Can this role accept experience in lieu of a degree? Yes

• Administrative experience, preferably in a healthcare or executive support role 3-5 years required

• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) is required. Familiarity with healthcare software or EMR systems is preferred.
• Excellent verbal and written communication skills, with the ability to interact professionally with executives, staff, and external partners.
• High level of accuracy in preparing documents, managing schedules, and handling financial data.
• Strong time management skills to handle competing priorities and meet tight deadlines in a fast-paced environment.
• Ability to maintain strict confidentiality with sensitive information and exercise discretion in handling executive communications.
• Strong problem-solving skills and organizational abilities to manage multiple high-priority tasks, ensure efficient office operations, and address administrative challenges.

• 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…