Senior Administrative Assistant

Job Summary

This position is responsible for providing high-level administrative support to the executive and management teams. This role involves managing schedules, coordinating meetings, handling correspondence, and performing various clerical duties. The position is critical in ensuring efficient office operations and may also lead junior administrative staff.

Essential Functions

• Manage and maintain executive schedules, including appointments, meetings, and travel arrangements.
• Prepare, review, and edit reports, presentations, and other documents.
• Handle incoming and outgoing correspondence, including emails, letters, and phone calls.
• Organize and maintain office files, both electronic and physical.
• Schedule, coordinate, and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.
• 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.
• Draft and distribute memos, announcements, and other communications as directed.
• Oversee office supplies inventory, ordering, and distribution.
• Ensure office equipment is properly maintained and serviced.
• Coordinate with IT for technical support and equipment needs.
• Assist in the planning and execution of special projects and events.
• Monitor project timelines and ensure deadlines are met.

Additional Job Details

Massachusetts General Hospital (MGH) is seeking a detail oriented, organized, self-directed individual. The Division of General Internal Medicine (DGIM) Research includes faculty and staff at both MGH and Brigham and Women’s Hospital is home to more than 70 full-time investigators. DGIM investigators conduct research in clinical epidemiology, health services research, cost effectiveness analysis, implementation science and health policy. Under the guidance of the MGH DGIM Director of Research and Research Education, the incumbent would administrative and project support to the research program of the DGIM. This position requires discretion and judgment, the ability to organize priorities and complete tasks, and the capacity to work independently with minimal supervision.

• Manages the Director’s calendar, coordinates meetings with senior administration, faculty across MGB and the Harvard system, outside collaborators, the Development office, and donors.
• Maintains meeting schedules, arranging multiple division/departmental operational meetings as well as contacts with external vendors/customers.
• Coordinates meetings and agendas; prepares minutes as requested.
• Set up meetings and arrange for conference rooms and AV.
• Provides assistance with research meetings and seminar series, including coordinating meeting preparations, communication with participants, developing and analyzing evaluations, and preparing participant meeting materials.
• Organize and maintain department administrative systems, such as online file organization and storage (e.g., Dropbox), conference room booking, department staff list, and department communications.
• Oversee event planning for division functions and events, including scheduling, communication, catering, program content, gifts, etc.
• Manages the annual recruiting process for new faculty, including placement of advertisements in medical journals and other publications, scheduling of interviews, travel arrangements, and managing the search through Harvard Medical School.
• Provides administrative support for the DGIM Research Fellowship, including processing tuition invoices.
• Assist in the preparation of presentations, reports, communications, newsletter content, and other materials as needed.
• Submit DGIM invoices, check requests, and travel expense reports for reimbursement.
• Monitor/track expenses and reconcile corrections.
• Manage inventory and purchasing of DGIM office supplies and equipment.
• Maintains an up-to-date listing of research productivity metrics for DGIM Faculty, including peer-reviewed publications.
• Assist with staff performance evaluation process by tracking evaluation timelines and due dates, sending reminder emails to complete evaluations, and sending and organizing completed evaluation reports.
• Assist Director with the preparation of documents for research proposals including Biosketches, facilities and resources documents, grant writing, research publications, and final grant reports.
• Drafts correspondence for Director as requested.
• Assist in processing purchase orders, invoices and check request.
• Assist with other administrative duties and projects as necessary.