Mass General Brigham Health Plan, Inc.
Administrative Assistant RESEARCH NEUROLOGY WR
Mass General Brigham Health Plan, Inc., Boston, Massachusetts, us, 02298
You may choose to display a cookie banner on the external site. You must specify the message in the cookie banner and may add a link to a relevant policy. If you are unfamiliar with these requirements, please seek the advice of legal counsel. )**Education**
High School Diploma or Equivalent required or
Trade/Technical/Vocational Diploma, Related Field of Study preferred
**Experience**
Administrative Assistant or Secretarial Experience 2-3 years required, preferably in an academic, medical or corporate environment.* Works closely with the PI to manage business calendar for the PI. This will include coordinating recurring group meetings both on- and off-site, including securing transportation, room locations and catering, as required. Will also organize meetings either via phone or videoconference and will be responsible for communicating PI availability to the Program Director and laboratory members.* Coordinates domestic and international travel arrangements for the PI, including flights, hotel and ground transportation, and associated visa paperwork.* Processes travel expenses and invoices. Tracks all invoice activity, including generating purchase orders and following up on unpaid invoices.* Coordinates arrangements for visiting speakers and prospective candidates. This includes greeting/escorting candidates, arranging travel, hotel and meal accommodations, as well as expense reimbursement. Coordinates on-site arrangements for conferences/meetings as directed. Coordinates catering for meetings and special events as required.* Event management, including coordination of schedules, publicity, venues, catering, travel arrangements, A/V support, and expense reimbursement.* Organizes, maintains and develops office files, directories, listings (may include grants, manuscripts, reprints of journal articles, CVs, biosketches, photographs, protocols, office forms, research information, etc.) as necessary for the operation of the office.* General administrative duties for laboratory members will include preparing FedEx shipments, ordering office supplies, maintaining computer hardware/software inventory, including purchasing upgrades for both as required.* Keeps the lab and division websites updated.* Manages internal and external email and Teams communication lists.* Assists PI in submitting grant updates as required to sponsors.* Assists in preparation, editing and distribution of miscellaneous reports, posters, announcements and other documents and visual materials.* Remains knowledgeable of business unit policies.* Can complete routine tasks independently but comfortable seeking guidance from PI when needed.* Other duties and special projects as assigned.* Excellent spoken and written communications skills, including accurate grammar, spelling and punctuation; familiarity with scientific and medical terminology; able to communicate complex information accurately.* Highly proficient with Microsoft Office and other standard business software, including Windows and Mac OS. Able to learn new software tools quickly.* Proficiency with spreadsheet management including numbers, able to manage expenses, budgets and purchasing.* Proficiency with responsibly using and verifying AI generated content to improve workflows (e.g. ChatGPT, google Gemini, Claude).* Strong organizational skills, including ability to manage calendars, schedules, and prioritization among multiple tasks, often with tight deadlines.* A professional demeanor, able to interact effectively with senior clinicians, researchers and colleagues at all levels inside and outside the organization.* Can manage confidential information (e.g. personnel or financial matters) with discretion.* Enthusiasm for science and medicine, commitment to PIN mission of understanding the brain and treating brain diseases.* A problem-solving mindset, undeterred by frequent change, can use initiative and judgment to overcome administrative obstacles, learn new skills and solve unfamiliar challenges.* Ability to prioritize in order to meet deadlines.Combat disease. Hold a hand. Help people. Impact the world.Mass General Brigham is a passionate, welcoming community where minds meet caring hearts.Our history includes New England hospitals founded over 200 years ago, some of the first and most prestigious hospitals in the world.Built on the legacy of two leading academic medical centers, we’re more than a system—we’re leaders in the practice of medicine. Mass General Brigham is committed to serving the community.We are dedicated to enhancing patient care, teaching and research, and taking a leadership role as an integrated health care system.We recognize that increasing value and continuously improving quality are essential to maintaining excellence. #J-18808-Ljbffr
High School Diploma or Equivalent required or
Trade/Technical/Vocational Diploma, Related Field of Study preferred
**Experience**
Administrative Assistant or Secretarial Experience 2-3 years required, preferably in an academic, medical or corporate environment.* Works closely with the PI to manage business calendar for the PI. This will include coordinating recurring group meetings both on- and off-site, including securing transportation, room locations and catering, as required. Will also organize meetings either via phone or videoconference and will be responsible for communicating PI availability to the Program Director and laboratory members.* Coordinates domestic and international travel arrangements for the PI, including flights, hotel and ground transportation, and associated visa paperwork.* Processes travel expenses and invoices. Tracks all invoice activity, including generating purchase orders and following up on unpaid invoices.* Coordinates arrangements for visiting speakers and prospective candidates. This includes greeting/escorting candidates, arranging travel, hotel and meal accommodations, as well as expense reimbursement. Coordinates on-site arrangements for conferences/meetings as directed. Coordinates catering for meetings and special events as required.* Event management, including coordination of schedules, publicity, venues, catering, travel arrangements, A/V support, and expense reimbursement.* Organizes, maintains and develops office files, directories, listings (may include grants, manuscripts, reprints of journal articles, CVs, biosketches, photographs, protocols, office forms, research information, etc.) as necessary for the operation of the office.* General administrative duties for laboratory members will include preparing FedEx shipments, ordering office supplies, maintaining computer hardware/software inventory, including purchasing upgrades for both as required.* Keeps the lab and division websites updated.* Manages internal and external email and Teams communication lists.* Assists PI in submitting grant updates as required to sponsors.* Assists in preparation, editing and distribution of miscellaneous reports, posters, announcements and other documents and visual materials.* Remains knowledgeable of business unit policies.* Can complete routine tasks independently but comfortable seeking guidance from PI when needed.* Other duties and special projects as assigned.* Excellent spoken and written communications skills, including accurate grammar, spelling and punctuation; familiarity with scientific and medical terminology; able to communicate complex information accurately.* Highly proficient with Microsoft Office and other standard business software, including Windows and Mac OS. Able to learn new software tools quickly.* Proficiency with spreadsheet management including numbers, able to manage expenses, budgets and purchasing.* Proficiency with responsibly using and verifying AI generated content to improve workflows (e.g. ChatGPT, google Gemini, Claude).* Strong organizational skills, including ability to manage calendars, schedules, and prioritization among multiple tasks, often with tight deadlines.* A professional demeanor, able to interact effectively with senior clinicians, researchers and colleagues at all levels inside and outside the organization.* Can manage confidential information (e.g. personnel or financial matters) with discretion.* Enthusiasm for science and medicine, commitment to PIN mission of understanding the brain and treating brain diseases.* A problem-solving mindset, undeterred by frequent change, can use initiative and judgment to overcome administrative obstacles, learn new skills and solve unfamiliar challenges.* Ability to prioritize in order to meet deadlines.Combat disease. Hold a hand. Help people. Impact the world.Mass General Brigham is a passionate, welcoming community where minds meet caring hearts.Our history includes New England hospitals founded over 200 years ago, some of the first and most prestigious hospitals in the world.Built on the legacy of two leading academic medical centers, we’re more than a system—we’re leaders in the practice of medicine. Mass General Brigham is committed to serving the community.We are dedicated to enhancing patient care, teaching and research, and taking a leadership role as an integrated health care system.We recognize that increasing value and continuously improving quality are essential to maintaining excellence. #J-18808-Ljbffr