Administrative Assistant II

Administrative Assistant

We are seeking a highly organized and proactive Administrative Assistant to support multiple senior leaders within our Information Systems (IS) department. The Administrative Assistant reports to Senior Manager, DFCI Digital Consulting Services and is responsible for providing high-level administrative support to the executive and management Information Services teams at Dana-Farber Cancer Institute.

This role involves managing schedules, coordinating meetings, handling correspondence, and performing various clerical duties. The position is critical in ensuring efficient office operations. The ideal candidate will be adept at managing complex schedules, coordinating meetings, and providing onsite meeting support when necessary. This role requires a detail-oriented individual who can efficiently handle receipt submissions and monthly reconciliation of purchasing cards. This role will also support training administration activities, including registration and waitlist management, and completion certificates. This will have some onsite time as certificates are printed and sent to staff. Other training admin tasks may be included based on capacity.

Key Responsibilities

• Manage and coordinate the schedules of senior leaders, ensuring efficient time management and prioritization of tasks.
• Schedule and organize meetings, including reserving appropriate spaces and providing onsite support as needed.
• Handle administrative tasks related to agendas and PowerPoint presentations, ensuring materials are prepared and distributed in a timely manner.
• Oversee receipt submission and purchasing-card monthly reconciliation, maintaining accurate records and ensuring compliance with company policies
• Handle incoming and outgoing correspondence, including emails, letters, and phone calls.
• 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.
• Administer training responsibilities, including processing and sending training completion certifications, managing registration, and overseeing waitlists for training classes.

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

Knowledge, Skills & Abilities

This position offers the opportunity to contribute to the efficiency and effectiveness of our senior leadership team and play a key role in the administration of our training programs.

Additional Job Details

Remote Type

Hybrid

Work Location

20 Overland Street

Scheduled Weekly Hours

40

Employee Type

Regular

Work Shift

Day (United States of America)

Pay Range

$19.42 - $27.74 / Hourly

Grade

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.

EEO Statement

Mass General Brigham Incorporated 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

At Mass General Brigham, our competency framework defines what effective leadership "looks like" by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.