Senior Administrative Assistant, Mass General Brigham AI Center

Job description

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. Qualifications Required 5+ years supporting senior executives, faculty leaders, physicians, research leaders, or C-suite stakeholders High School Diploma required (Bachelor’s degree highly preferred) Preferred Prior experience working within Mass General Brigham will be considered a strong plus Prior familiarity with AI workflows is considered a plus, though not required Experience in an academic medical center, hospital system, university, research institute, startup, or technology organization Familiarity with AI, healthcare, biomedical research, or academic medicine A track record coordinating VIP visits, advisory boards, conferences, or executive-level external engagements Comfort working alongside senior faculty, physicians, scientists, entrepreneurs, philanthropists, or government stakeholders Knowledge, Skills, and Abilities Exceptional organizational, calendar management, written communication, and interpersonal skills Outstanding judgement, discretion, and grace under pressure A talent for juggling competing priorities without dropping a detail Proficiency with Microsoft Office, Google Workspace, Zoom/Teams, and travel and expense systems Who You Are You’re calm under pressure, deeply reliable, and remarkably polished. You see around corners, anticipating problems before they arise and solving them quietly. You move fast without sacrificing accuracy, navigate sensitive relationships with ease, and bring order to complexity. Above all, you understand that this role isn’t just administrative, it’s central to helping a mission-driven leadership team change what’s possible in medicine. Why Join Us At the MGB AI Center, your work will help shape the future of healthcare innovation. You’ll operate at the heart of a major AI and healthcare initiative, alongside some of the most accomplished minds in medicine and technology, with a front-row seat to work that genuinely improves lives. Additional Job Details (if applicable) Working Conditions This role is 100% onsite at 60 Fernwood Road in Boston, MA, which requires flexibility to support occasional early morning, evening, or urgent scheduling needs Remote Type Onsite Work Location 60 Fenwood Road Scheduled Weekly Hours 40 Employee Type Regular Work Shift Day (United States of America) Pay Range $22.22 - $31.71/Hourly Grade 4 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. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package. EEO Statement: 0100 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.