New 
Project Coordinator Senior
 Brigham and Women's Hospital | |
 United States, Massachusetts, Boston | |
| 45 Francis Street (Show on map) | |
 Sep 29, 2025 | |
|
This position provides high-level administrative and project support to the Division of Trauma and Acute Care Surgery at Mass General Brigham. The role serves two primary functions:
1. Provides direct administrative support to the Division Chief and Administrative Director. 2. Supports divisional operations, initiatives, and projects under the supervision of the Division leadership team. The position requires exceptional organizational skills, judgment, and discretion. Key responsibilities include complex calendar and meeting management, coordination of projects and initiatives, travel arrangements, expense reconciliation, general executive support, and office management. The ideal coordinator is a highly motivated individual who shows initiative, is goal-oriented, and possesses strong problem-solving and multi-tasking skills with the ability to work independently as well as collaboratively within a team. --- Principal Duties and Responsibilities 1. Calendar & Meeting Facilitation * Plans, manages, and facilitates meetings, seminars, and conferences for the Division Chief, Administrative Director, and divisional leadership. * Responsibilities include: o Obtaining and organizing planning information. o Reserving locations and coordinating A/V, catering, and other logistics. o Preparing agendas, schedules, and materials. o Coordinating attendance and communication with internal and external stakeholders. o Managing budgets and expenses related to meetings or events as necessary. 2. Project Support * Provides project support on new and ongoing divisional initiatives. * Manages day-to-day operational aspects of assigned projects. * Takes ownership of projects under the direction of the Division Chief and Administrative Director. * Makes decisions and executes project assignments through research, collaboration, and knowledge of hospital/departmental operations. 3. Domestic and International Travel Coordination * Prepares and manages domestic and international travel arrangements for Division Chief. * Corresponds with sponsoring institutions, professional societies, and conference organizers. * Prepares detailed itineraries and ensures all logistics are confirmed. 4. Expense Reporting * Monitors and reconciles Division Chief and Administrative Director's expenses. * Collects, organizes, and prepares information for submission of domestic and international travel and other reimbursements in compliance with hospital policies. 5. Executive Support * Provides day-to-day executive-level support to the Division Chief and Administrative Director. * Answers, screens, and routes calls; responds to inquiries within scope of knowledge. * Communicates effectively with Division, Departmental, and hospital leadership on behalf of the Division Chief and Administrative Director. * Drafts and edits correspondence and documents. * Maintains confidential records and filing systems. * Opens, reviews, and distributes incoming mail and correspondence. 6. Office Management * Oversees general office operations to ensure continued workflow. * Oversight of the division's weekly payroll. * Coordinates requests for facilities/engineering, IT, telephones, and other required services. * Manages ordering of office supplies and ensures day-to-day operations are supported. 7. Divisional & Other Duties * Attends team meetings and contributes in a positive, collaborative manner. * Supports Division initiatives as they are implemented. * Identifies opportunities for process and operational improvement. * Performs other duties as assigned by Division leadership. Education Bachelor's Degree Related Field of Study required Can this role accept experience in lieu of a degree? Yes Licenses and Credentials Experience Project management or project support experience 1-2 years required Knowledge, Skills and Abilities - Ability to prioritize, delegate, and manage multiple projects and responsibilities simultaneously. - Basic financial/accounting skills. - Strong oral and written communication skills. Physical Requirements 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. | |