Mass General Brigham (Enterprise Services)
Administrative Assistant II
Mass General Brigham (Enterprise Services), Boston, Massachusetts, us, 02298
Overview
We are seeking a highly organized and proactive Administrative Assistant to support multiple senior leaders within our Information Systems (IS) department. The Administrative Assistant reports to Senior Manager, DFCI Digital Consulting Services and is responsible for providing high-level administrative support to the executive and management Information Services teams at Dana‑Farber Cancer Institute. This role involves managing schedules, coordinating meetings, handling correspondence, and performing various clerical duties. It is critical in ensuring efficient office operations. This position offers the opportunity to contribute to the efficiency and effectiveness of our senior leadership team and play a key role in the administration of our training programs. Key Responsibilities
Manage and coordinate the schedules of senior leaders, ensuring efficient time management and prioritization of tasks. Schedule and organize meetings, including reserving appropriate spaces and providing onsite support as needed. Handle administrative tasks related to agendas and PowerPoint presentations, ensuring materials are prepared and distributed in a timely manner. Oversee receipt submission and purchasing‑card monthly reconciliation, maintaining accurate records and ensuring compliance with company policies. Handle incoming and outgoing correspondence, including emails, letters, and phone calls. Arrange logistics for internal and external meetings, including room bookings and catering. Serve as the primary point of contact between executives and internal/external stakeholders. Administer training responsibilities, including processing and sending training completion certifications, managing registration, and overseeing waitlists for training classes. Education
High School Diploma or Equivalent required. Trade/Technical/Vocational Diploma Related Field of Study preferred. Experience
Administrative Assistant or Secretarial Experience 2-3 years required. Knowledge, Skills & Abilities
Excellent communication skills. A strong attention to detail. Ability to multitask in a fast-paced environment. Proficiency in MS Office. Experience in administrative support, particularly within an IS department, is preferred. Working Conditions
M-F Eastern Business Hours required. Hybrid Onsite Flexible working model required weekly includes onsite in office (1-2 days per week weekly, must be flexible for business needs). Remote working days require stable, secure, quiet, compliant working station. Mass General Brigham Incorporated is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.
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We are seeking a highly organized and proactive Administrative Assistant to support multiple senior leaders within our Information Systems (IS) department. The Administrative Assistant reports to Senior Manager, DFCI Digital Consulting Services and is responsible for providing high-level administrative support to the executive and management Information Services teams at Dana‑Farber Cancer Institute. This role involves managing schedules, coordinating meetings, handling correspondence, and performing various clerical duties. It is critical in ensuring efficient office operations. This position offers the opportunity to contribute to the efficiency and effectiveness of our senior leadership team and play a key role in the administration of our training programs. Key Responsibilities
Manage and coordinate the schedules of senior leaders, ensuring efficient time management and prioritization of tasks. Schedule and organize meetings, including reserving appropriate spaces and providing onsite support as needed. Handle administrative tasks related to agendas and PowerPoint presentations, ensuring materials are prepared and distributed in a timely manner. Oversee receipt submission and purchasing‑card monthly reconciliation, maintaining accurate records and ensuring compliance with company policies. Handle incoming and outgoing correspondence, including emails, letters, and phone calls. Arrange logistics for internal and external meetings, including room bookings and catering. Serve as the primary point of contact between executives and internal/external stakeholders. Administer training responsibilities, including processing and sending training completion certifications, managing registration, and overseeing waitlists for training classes. Education
High School Diploma or Equivalent required. Trade/Technical/Vocational Diploma Related Field of Study preferred. Experience
Administrative Assistant or Secretarial Experience 2-3 years required. Knowledge, Skills & Abilities
Excellent communication skills. A strong attention to detail. Ability to multitask in a fast-paced environment. Proficiency in MS Office. Experience in administrative support, particularly within an IS department, is preferred. Working Conditions
M-F Eastern Business Hours required. Hybrid Onsite Flexible working model required weekly includes onsite in office (1-2 days per week weekly, must be flexible for business needs). Remote working days require stable, secure, quiet, compliant working station. Mass General Brigham Incorporated is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.
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