Senior Administrative Assistant Job at Mass General Brigham in Somerville

Senior Administrative Assistant – Mass General Brigham

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Mass General Brigham is a not‑for‑profit organization committed to patient care, research, teaching, and community service. The McCance Center for Brain Health, part of the Neurology Department at Massachusetts General Hospital, conducts clinical trials for Alzheimer’s Disease therapies and invites a Senior Administrative Assistant to support the Center’s leadership and research teams.

Location & Work Type

Hybrid, full‑time position based in Assembly Row, Somerville, MA. Minimum of two days on site per week.

Essential Duties

• Calendar management, meeting scheduling, and travel coordination for Center leadership.
• Process expense reimbursements, purchase orders, invoices, and vendor quotes in compliance with hospital policies.
• Coordinate access requests, inventory of space and equipment, ordering supplies, managing subscriptions, and resource utilization.
• Support HR and Administrative Director on timekeeping/effort reporting.
• Plan and execute events, seminars, and meetings, including logistics, catering, and communications.
• Document and follow up on actions and decisions from meetings.
• Manage logistics for the twice‑per‑month McCance Center seminar series.
• Maintain central files, SOPs, workflow documents, and study‑specific regulatory binder support.
• Assist with research study regulatory submissions, data entry, file maintenance, and patient outreach calls.
• Prepare presentations, reports, and correspondence.
• Support external communications and newsletter outreach.
• Manage distribution lists and the Center’s general inbox.
• Onboard new staff and coordinate visa processing with MGB International Office (if required).
• Provide project support, develop timelines, and conduct communication tasks.
• Ensure administrative workflows run efficiently and perform other duties as assigned.
• Comply with all policies and standards.

Summary

This position provides high‑level administrative support to executive and management teams, managing schedules, coordinating meetings, handling correspondence, and performing clerical duties.

Essential Functions

• Manage executive schedules, appointments, meetings, and travel arrangements.
• Prepare, review, and edit reports, presentations, and documents.
• Handle incoming and outgoing correspondence.
• Maintain office files, both electronic and physical.
• Schedule, coordinate, and facilitate meetings and take minutes.
• Arrange logistics for internal and external meetings, including room bookings and catering.
• Serve as primary point of contact between executives and stakeholders.
• Draft and distribute memos and announcements.
• Oversee office supplies inventory and ordering.
• Ensure office equipment maintenance and service.
• Coordinate with IT for technical support.
• Assist in planning and executing special projects and events.
• Monitor project timelines and ensure deadlines are met.

Qualifications

Education
High School Diploma or Equivalent required. Associate’s Degree in Business Administration or related field preferred.

Experience
5–7 years in an administrative role, preferably in a healthcare setting. 1–2 years supporting senior‑level staff preferred.

Knowledge, Skills & Abilities

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, 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.
• Experience with file and document management.
• Familiarity with hospital administration processes and healthcare regulations.
• Professional demeanor and interaction with staff at all levels.
• Experience with meeting or event planning and logistics.

Work Details

Work Location: 399 Revolution Drive, Somerville, MA
Weekly Hours: 40
Employee Type: Regular
Shift: Day (U.S.)
Pay Range: $20.43 – $29.21 per hour
Grade: 4

EEO Statement

Mass General Brigham is an Equal Opportunity Employer. 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. Reasonable accommodations will be provided for individuals with disabilities.

Mass General Brigham Competency Framework

The competency framework defines behaviors critical for performance at each job level. It is used for hiring decisions, performance evaluations, and developmental planning.

To apply, visit the Mass General Brigham Talent Acquisition team for an overview of compensation and benefits package.