Administrative Assistant

BlueWind Medical Inc • Boston, MA

23d • $0 - $65,000

About The Position

This role provides comprehensive administrative support across various functions including office and meeting support, travel and expenses, vendor and facilities coordination, IT and onboarding support, and general project assistance. The Administrative Assistant will be responsible for managing schedules, coordinating meetings, handling travel arrangements, overseeing office operations, and supporting new hires. This position requires strong organizational skills, excellent communication, and proficiency in office productivity tools.

Requirements

• 3+ years of relevant administrative experience
• Strong organizational skills with the ability to multi-task and manage competing priorities independently
• Excellent time management and follow-through
• Strong interpersonal and communication skills; comfortable interfacing with staff at all levels
• Proficiency with common office/productivity tools (e.g., Microsoft Office, Outlook)
• Fluent in English (written and verbal)

Nice To Haves

• Associate's or Bachelor's degree preferred
• experience with tools such as Concur, SharePoint, or Salesforce a plus

Responsibilities

• Coordinate scheduling for internal and external meetings, including calendar management and logistics
• Support the bi-weekly leadership team meeting — consolidating notes, slides, and action items
• Assist with meeting and event coordination, including occasional board-meeting logistics
• Manage the general email inbox and respond to routine inquiries in a timely, professional manner
• Arrange travel logistics (flights, hotels, meals) and prepare itineraries
• Submit and track expense reports on behalf of team members (e.g., via Concur/RAMP)
• Serve as point of contact for the corporate credit card program
• Oversee day-to-day office management, maintenance, and logistics
• Manage relationships with vendors such as shared workspace providers, shipping/courier accounts, and car rental contracts
• Track renewals and changes for service agreements and support related administrative filings
• Support new-hire onboarding tasks, such as ordering equipment
• Submit and track IT helpdesk tickets and distribution list/group updates on behalf of staff
• Assist with basic device/inventory tracking as needed
• Take on general projects and assignments as directed by management
• Maintain organized filing and documentation for administrative and compliance-related records

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree