Administrative Assistant RESEARCH NEUROLOGY WR

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, answer and transfer phone calls, prepare spreadsheets and presentations, manage schedules, coordinate 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.

Completes routine tasks under moderate supervision.

Performs other duties as assigned.

Complies with all policies and standards.

Does this position require Patient Care (indirect/direct)? No

 

Qualifications

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. 

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.

 

Additional Job Details (if applicable)

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.

Principal Duties:

• 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. Coordina