Brigham and Women's Hospital · 6 hours ago
Senior Administrative Assistant RESEARCH NEUROLOGY kl
Boston, MA
Full-time
Hybrid
Senior Level
$20.43/hr - $29.21/hr
5+ years expBrigham and Women's Hospital is a not-for-profit organization that supports patient care, research, teaching, and community service. The Senior Administrative Assistant will support the Division Chief and other individuals within the division by performing a full range of administrative and clerical functions to ensure smooth operations.
Health CareMedical
Responsibilities
Prepare reports, meeting minutes, correspondence, and presentations; create and edit documents and spreadsheets
Manage calendars, arrange appointments and itineraries; coordinate meetings, room bookings, and travel logistics; process expense reports
Handle incoming and outgoing correspondence (email, letters, phone calls) with professionalism and confidentiality
Organize and maintain electronic and physical files; oversee office supplies and equipment requests
Serve as a point of contact for internal and external stakeholders; draft memos and announcements as directed
Support special projects and events; follow up on action items and track deadlines
Assist with budget preparation and updates (e.g., compiling line items, tracking spend vs. plan, and maintaining basic spreadsheets)
Track agreements, purchase orders, and invoices; coordinate with Accounts Payable to ensure timely processing and accurate coding
Liaise closely with the Lab Manager, Finance Department, Staffing Affairs/HR, and Accounts Payable on routine and ad hoc items
Maintain logs for vendor onboarding, W-9s, invoice status, and reimbursements; escalate discrepancies to finance partners
Support reconciliation of monthly statements; organize backup documentation for audits and internal reviews
Utilize Insight and/or Workday for transactions, reporting, and HR/position tracking workflows
Coordinate and arrange office services and logistics, including supplies, equipment and environment
Submit PI’s expense reports (lab members submit their own, but may need a resource initially, which is hopefully the admin)
Serve as the POC for their lab regarding travel policies/procedures. The admin is aware in advance of travel. Most compliance issues arise upon their return during the reimbursement request
Be responsible for the PI’s biosketch, CV and maintenance role in Other Support documents. OS is a shared responsibility amongst the GM, admin and PI. GM maintains active section and overlap statements while we rely on the admin to closely work with the PI on the pending and status of pending sections
Attend Neurology Research Support Staff meetings monthly to remain up-to-date in the latest policies and procedures impacting their divisions/labs
Maintain a list of lab/division members and provide to GM routinely (there are several POIs that finance is unaware of since they are not employed or charged salaries to the funds)
Provide orientation and mentorship to other administrative personnel
Serve as subject matter expert on administrative processes and policies
Participate in other responsibilities as assigned as well as meetings, on committees and as a member of administrative initiatives
Qualification
Required
High School Diploma or Equivalent required
Experience in an administrative role, preferably in a healthcare setting 5-7 years required
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
Preferred
Associate's Degree Business Administration
Associate's Degree Related Field of Study
Experience supporting senior-level staff 1-2 years
Benefits
Comprehensive benefits
Career advancement opportunities
Differentials
Premiums and bonuses
Recognition programs designed to celebrate your contributions and support your professional growth
Company
Brigham and Women's Hospital
Brigham and Women's Hospital is an academic medical center based in Boston, Massachusetts.
10001+ employees
H1B Sponsorship
Brigham and Women's Hospital has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (219)
2024 (174)
2023 (202)
2022 (220)
2021 (137)
2020 (157)
Funding
Current Stage
Late StageTotal Funding
$22.15MKey Investors
American Medical AssociationThe Leona M. and Harry B. Helmsley Charitable TrustMassachusetts Life Sciences Center
2023-06-21Grant
2022-06-30Grant· $16M
2021-01-08Grant· $0.4M
Leadership Team
Caroline Fox
Associate Professor (Part Time), Medicine
David Silbersweig
Chairman Emeritus
Recent News
Company data provided by crunchbase