Administrative Assistant II RESEARCH NEUROLOGY

Site: The Brigham and Women's Hospital, Inc.

 

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.

 

 

Job Summary

Summary: Specializes in providing routine administrative and secretarial support as directed and under moderate supervision, for an individual, group, or department. Responsibilities may include coordination and scheduling, supplies and equipment ordering, meeting minutes, correspondence, answering and transferring phone calls, preparing spreadsheets and presentations, managing schedules, coordinating travel, conference calls, payroll and transcription. This is an intermediate-level support role.


Essential Functions:
- Prepare reports, meeting minutes and correspondence.
- Create and edit documents, spreadsheets and presentations.
- Manage schedules, arrange appointments and itineraries.
- Coordinate meetings, travel, conference calls, and complete expense reports.
- Answer and transfer phone calls.
- May perform transcription and proofread and edit literature, prepare applications for department.
- Remain knowledgeable of business unit policies.
- May make contacts of a sensitive, complex, and confidential nature.
- Complete routine tasks under moderate supervision.
- Comply with all policies and standards.
- Perform other duties as assigned.

 

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.

Experience with event management preferred.

Knowledge, Skills & Abilities

• Proficiency with office procedures and equipment i.e. filing, copying, scanning, printing and faxing.
• Proficiency in MS Office.
• Ability to proofread and edit written documents.
• Ability to use phone system.
• Managing one's own time and the time of others.
• Strong verbal & written communication skills.
• Strong interpersonal, written and oral skills.
• Ability to use standard office equipment.
• Familiarity with medical terminology.

 

The Administrative Assistant will be a central partner to the Chief of the Division of Headache and Facial Pain, helping to keep both the division and the research laboratory running smoothly and efficiently. This role blends executive support (e.g. calendar management, meeting and travel coordination, and expense reporting) with creative and team-oriented projects like website construction, organizing events, and quality improvement projects to improve lab and division operations. It’s a position for someone who enjoys variety, problem-solving, and making sure that all the moving pieces of a busy academic and research program come together seamlessly.

The ideal candidate is proactive, detail-oriented, organized, and collaborative—someone who takes pride in improving operations, while also enjoying the chance to be part of a dynamic and innovative academic environment that is working hard to deliver the best care to patients and research new treatments for headache and pain disorders.

Preferred Duties:

• Work 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.
• Coordinate domestic and international travel arrangements for the PI, including flights, hotel and ground transportation, and associated visa paperwork.
• Process travel expenses and invoices. Track all invoice activity, including generating purchase orders and following up on unpaid invoices.
• Coordinate arrangements for visiting speakers and prospective candidates. This includes greeting/escorting candidates, arranging travel, hotel and meal accommodations, as well as expense reimbursement. Coordinate on-site arrangements for conferences/meetings as directed. Coordinate catering for meetings and special events as required.
• Event management, including coordination of schedules, publicity, venues, catering, travel arrangements, A/V support, expense reimbursement.
• Organize, maintain and develop 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.
• Keep the lab and division websites updated.
• Manage internal and external email and teams communication lists.
• Assist PI in submitting grant updates as required to sponsors.
• Assist in preparation, editing and distribution of miscellaneous reports, posters, announcements and other documents and visual materials. 
• Remain knowledgeable of business unit policies.
• Can complete routine tasks independently but comfortable seeking guidance from PI when needed.

Preferred Skills:

• 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.
• Able to learn a variety of digital apps/platforms, and troubleshoot basic IT issues (logins, passwords, navigating Workday, MS Teams, Zoom and other platforms, editing web pages, managing email distribution lists, etc).Proficient with numbers, spreadsheets and charts.
• Strong writing skills – able to communicate clearly and accurately by email.
• Event organization, including room reservation and setup, food and drink orders, online registration, distributing announcements.
• Strong interpersonal skills – able to develop rapport and to interact with colleagues at all levels in the organization.
• Multitasking and time management – prioritizing tasks from several faculty members.

 

Hybrid

 

60 Fenwood Road

 

40

 

Regular

 

Day (United States of America)

 

Pay Range

$18.58 - $26.58/Hourly

 

Grade

3

 

At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.

 

2200 The Brigham and Women's Hospital, Inc. 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. 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. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran’s Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.

 

Mass General Brigham Competency Framework