Overview
The Manager of OCOO Administration provides leadership and oversight of administrative operations and executive support services within the Office of the Chief Operating Officer at Mass General Brigham. This role is responsible for direct executive support to the Chief Operating Officer and managing a centralized team of administrative professionals, ensuring high-quality executive support, optimizing resource allocation, and establishing consistent, efficient administrative practices.
Reporting to the Chief of Staff, the Manager will lead the transition to and ongoing management of a shared administrative support model designed to improve productivity, streamline workflows, and leverage technology.
The Manager will work closely with executive leadership, Human Resources, Digital, and other operational partners to establish a sustainable administrative support structure that can serve as a model for broader adoption across Mass General Brigham.
Administrative Team Leadership and Management
- Provide direct supervision and leadership for a team of executive administrative professionals supporting the Office of the COO.
- Oversee staff assignments, workload distribution, scheduling, and coverage to ensure responsive and consistent support to executive leadership.
- Establish clear performance expectations, conduct performance evaluations, provide coaching and feedback, and support employee development.
- Monitor staffing capacity, overtime, workload demands, and service quality to ensure efficient use of administrative resources.
- Foster a collaborative, accountable, and service-oriented team culture that promotes flexibility, professional growth, and shared responsibility.
Executive Support and Office Operations
- Provide direct, high-level administrative support to the Chief Operating Officer, including complex calendar management, meeting coordination, scheduling priorities, and executive communications.
- Exercise discretion, sound judgment, and confidentiality in managing sensitive executive matters and competing priorities.
- Oversee daily administrative operations for the OCOO, ensuring continuity of support, timely communication, and effective coordination among executive leaders and their teams.
- Serve as a primary point of contact for administrative support needs, resolving scheduling conflicts, coverage issues, and competing requests.
- Partner closely with the Chief of Staff to anticipate executive needs, prioritize administrative resources, and ensure alignment with OCOO operational priorities.
Administrative Standardization and Process Improvement
- Lead the development, implementation, and ongoing refinement of a centralized, shared administrative support model.
- Establish standardized administrative workflows, including calendar management, meeting coordination, coverage protocols, communication practices, and other executive support functions.
- Evaluate administrative processes to identify opportunities to eliminate duplication, streamline work, and improve productivity and service quality.
- Develop tools, procedures, and performance measures to monitor workload, resource utilization, and the effectiveness of the administrative support model.
- Promote consistency in administrative practices while maintaining the flexibility needed to meet varying executive and operational requirements.
Technology Integration and Innovation
- Partner with Digital and other stakeholders to identify and implement approved technology solutions that improve administrative efficiency.
- Support the adoption of Microsoft Copilot, automation, and other productivity tools to streamline scheduling, communication, and routine administrative tasks.
- Provide training and guidance to administrative staff to support effective technology adoption and consistent use of tools.
- Continuously evaluate opportunities to modernize administrative processes, reduce manual work, and increase the capacity of the team.
Change Management and Organizational Collaboration
- Assist administrative staff through the transition to a shared support model, including communication, training, workflow redesign, and ongoing operational adjustments.
- Partner with Human Resources and OCOO leadership on staffing structures, role expectations, performance management, and workforce planning.
- Collaborate with executive leaders and their teams to understand administrative support requirements, assess service effectiveness, and address evolving needs.
- Evaluate the effectiveness of the OCOO model and document best practices, lessons learned, and opportunities for broader adoption.
- Support special projects and administrative improvement initiatives as assigned by the Chief of Staff.
Work Details
- Location: 800 Boylston Street (Onsite)
- Schedule: Full-time, 40 hours/week, Day shift
- Pay Range: $79,560.00 - $115,720.80 annually