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.
Does this position require Patient Care? No
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.
Education
High School Diploma or Equivalent required or Associate's Degree Business Administration preferred or Associate's Degree Related Field of Study preferred
Experience
Experience in an administrative role, preferably in a healthcare setting 5-7 years required and Experience supporting senior-level staff 1-2 years preferred
Knowledge, Skills and Abilities
- Proficient in Microsoft Office Suite (Word, Excel, Power point, 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.
- Familiarity with hospital administration processes and healthcare regulations.
- Professional demeanor and ability to interact effectively with all levels of staff.
This position provides administrative support to a two clinical research teams studying aging and Alzheimer's disease at Brigham and Women's Hospital and Massachusetts General Hospital.This position provides executive administrative support to two labs of the Center for Alzheimer Research and Treatment (CART) and Harvard Aging Brain Study. The individual in this role will maintain complex calendar and travel schedules forboth PIs. He or she will collaborate with all members of the lab teams, including research assistants, coordinators, post-doctoral fellows, and junior faculty to build and maintain the highest possible standards of service, efficiency and excellence. He or she will also work closely with investigators and the finance manager on the submission of research applications. This is an excellent opportunity for someone who wants to help the Center for Alzheimer's Research and Treatment (CART) continue to grow as a world-class clinical research group. This position requires high level of responsibility, independent performance of duties with minimal supervision, outstanding prioritization and time management, detailed-oriented administrative support, and high standards of quality and excellence.The candidate must demonstrate expert coordination of multiple priorities, excellent organizational, communication and interpersonal skills.Requires extensive knowledge of Macintosh/Apple computers, and great facility with common office applications. Preferred Duties:
- Responsible for the administrative support of the research program. This includes purchasing supplies, scheduling meetings, assisting many investigators with their pre-award NIH grant submissions.This position will also assist investigators with annual progress reports to various funding agencies, which will include managing a schedule for progress report due dates, and deadlines for non-competing renewals/continuation applications.
- Works on projects, coordinating work, taking initiative using all available resources, following through on issues when needed, applying knowledge as appropriate with little direction.
- Edits and drafts correspondence, reports, reviews, grants and manuscripts via computer (Mac) using MS Word and other software. Assists with references and assembly of bibliographies using electronic programs (using EndNote and Papers). Updates MyNCBI Bibliographies and ensures PMCID compliance. Makes editorial changes in materials, including limited rewriting. Independently checks accuracy of content by reference to a variety of sources. Carefully proofreads correspondence, manuscripts and grant applications.
- Coordinates all aspects of travel schedule for both PIs in a timely fashion, including itineraries, lodging, ground transportation, registrations, abstracts, etc.Provides background information and materials to meeting organizers.Submits and tracks expense reimbursements. Maintains calendar and disclosure files and prepares documentation or background material for meetings.
- Meets with the Program and Finance Managers as needed to discuss and resolve programmatic issues across research projects and hospitals. Communicates staff issues, and plans and implements office systems, policies and procedures.
- Assists with the program coordination of Visiting Speakers, Fellowship Programs, and the External Scientific Advisory Board members for an NIH Program Project grant. Responsible for preparing meeting agendas, recording and transcribing meeting minutes, and initiating honoraria checks for ESAB members.
- Indirect oversight of 12 FTE research staff.
- Performs other duties as assigned.
Preferred Skills:
- Ability to work well independently or to carry out responsibilities accurately with minimal supervision, using discretion and judgement to complete work.Must be able to prioritize tasks according to and within established study protocols, coordinate multiple tasks, and meet deadlines.
- Ability to problem solve and troubleshoot.Ability to analyze a situation and determine the best course of action within established guidelines.
- High level proficiency with Macintosh/Apple computers required, and the ability to learn new software quickly and troubleshoot technological problems.
- Good writing and excellent proofreading skills, including memo/letter composition, superior knowledge of grammar, as well as spelling and punctuation. Excellent attention to detail in correspondence and research materials is required.
- Superb organizational skills to accomplish a variety of responsibilities and to establish and maintain efficient systems.
- Basic math knowledge with some knowledge of bookkeeping.
- Discretion, confidentiality, and excellent interpersonal skills to be able to interact with a variety of people in person, via e-mail, and on the telephone.
- Ability to work well under stress and within deadlines; clinical research is a very busy and demanding environment.
- Experience and facility with word-processing and computers with typing speed of 60-70 wpm.
- Advanced understanding and use of medical terminology.
- Experience in typing and referencing medical research manuscripts and grants preferred.
- Ideally seeking dynamic individual who desires high level of administrative responsibility and wants to grow within a rapidly expanding cross-hospital program.
Preferred Qualifications:
- High level proficiency in a Macintosh environment w/ knowledge of MS Word, PowerPoint, Excel, Adobe, and Bibliography Software (EndNote and Papers).
- Excellent typing and proof-reading skills.
- Ideally, some knowledge of medical terminology and familiarity with medical records systems.
The Brigham and Women's Hospital, Inc. is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. 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.
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Brigham and Women's Hospital
Dec 20, 2025