Senior Administrative Assistant, Mass General Brigham AI Center

Site: Mass General Brigham Incorporated

 

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

This is a rare chance to sit at the center of one of the most ambitious efforts in healthcare today: building a world-class institutional platform for artificial intelligence in medicine. The MGB AI Center brings together leading clinicians, scientists, engineers, and operational leaders across Mass General Brigham and Harvard to shape the future of biomedical research and patient care.

We’re looking for an exceptional Senior Administrative Assistant to be the right hand to our Director and executive team. This is not a behind-the-scenes administrative job. It’s a high-visibility, high-trust operational role for someone who thrives at the intersection of strategy, relationships, and flawless execution, and who wants their work to matter.

If you are the kind of person who anticipates the need before it’s spoken, brings calm to chaos, and takes genuine pride in making a complex organization run beautifully, we’d love to meet you.

You’ll be a trusted partner to leadership, protecting their time, sharpening their focus, and ensuring the Center operates at the highest level. Your work will touch nearly every part of the Center’s mission.

Essential Functions:
-Manage the Director’s time and calendar. Own and orchestrate a complex, fast-moving calendar spanning internal meetings, external partnerships, leadership sessions, board-style meetings, donor engagements, and high-stakes institutional commitments. You’ll prioritize effectively, resolve conflicts before they surface, and ensure leadership walks into every meeting fully prepared with briefings, agendas, and materials in hand.
-Understand and support the Center’s growth. Develop a deep understanding of the Center’s organizational architecture and operating model so you can support leadership with insight, not just logistics. You’ll play a meaningful role in faculty recruitment and hiring, coordinating candidate visits, interviews, and follow-through, and you’ll help drive staffing, onboarding, and organizational planning as the Center scales.
-Connect the Center to the broader institution. Serve as a key liaison between the Center and the wider Mass General Brigham hospital system, as well as Harvard and university operations, coordinating seamlessly across departments, administrative offices, and institutional functions.
-Make travel and external engagements effortless. Arrange domestic and international travel end to end, including flights, hotels, itineraries, conference logistics, and reimbursements. Manage invitations for lectures, panels, advisory boards, and government briefings, handling bios, headshots, talk titles, and every detail so leadership can focus on showing up at their best.
-Coordinate VIP visits and guest experiences. Plan and execute site visits for visitors, collaborators, donors, industry partners, and academic leaders. From agendas and access to catering, AV, and the details that make guests feel welcome, you’ll be the front-line ambassador who ensures every visit is seamless and professional.
-Keep the engine running. Provide operational backbone to the executive team, coordinating leadership meetings, retreats, and strategic planning sessions. Build the systems and workflows that let a rapidly growing Center operate with clarity and momentum.
-Build and steward key relationships. Manage relationships with external collaborators, industry and philanthropic partners, academic institutions, and government stakeholders. Draft polished correspondence and prepare leadership for high-stakes conversations with sharp briefing notes and timely follow-up.
-Protect what matters. Handle highly sensitive information with discretion, including strategic plans, personnel matters, financial details, research partnerships, and IP discussions, while ensuring full compliance with MGB policies on travel, procurement, confidentiality, and institutional approvals.
-Own special projects. Take the lead on center launches, events, executive briefings, donor materials, and strategic initiatives, carrying projects from first idea to flawless finish.

 

• 5+ years supporting senior executives, faculty leaders, physicians, research leaders, or C-suite stak