Administrative Assistant

TEKsystems
$60,000.00 - $70,000.00 / yr
United States, Massachusetts, Boston
Apr 04, 2025
Description Reporting to the Operations Administrative Manager, the Administrative Support Specialist shares responsibility for the successful day-to-day administrative operations of the Office of the COO. The Administrative Support Specialist will help with prioritizing and monitoring tasks related to the execution and implementation of the Office's broad agenda. She/he/they approaches the work with a cross-functional mindset and will assume primary responsibility for select projects and initiatives as directed. The Administrative Support Specialist will perform comprehensive administrative support for members of the Office of the COO including scheduling and preparation of briefing and presentation materials; meeting minutes; communication and correspondence; agendas; follow up support; other administrative support tasks as needed. Operates with complete autonomy. This person will assist with communication between the Office of the COO and internal departments and stakeholders, while maintaining credibility, trust, and support with senior management staff. This individual will complete a broad variety of administrative tasks for the Office of the COO and Operations Administrative Manager including managing calendars of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; assist with arranging travel plans, itineraries, and agendas; and compiling documents for meetings. Provide administrative support for Directors, department managers, clinicians, and/or faculty. Perform administrative duties that may include, but not limited to, answering phones, maintaining office supplies, incoming and outgoing mail management, managing resource calendars, and submitting work orders for maintenance issues. Manage meeting planning and schedules for individuals and teams within assigned department group. May liaise between patient and clinical staff to provide scheduling support. Draft communications for members of the department or individuals that the position is supporting for review. May be responsible for data entry. Provide email and phone communication with internal and external teams or collaborators. May serve as onsite representative for external groups, visitors, or collaborators. Prepare general correspondence, letters of recommendation, Excel spreadsheets, presentation preparation and editing. Financial responsibilities including P-Card charge review and reconciliation, expense report processing, vendor payments, invoice creation or general office supply ordering. Coordinate travel arrangements as required/needed by department staff. Expected to identify and escalate areas of need regarding workflows to supervisors. May participate in training and onboarding new staff. Maintain high level of professionalism, discretion, and confidentiality regarding a variety of highly sensitive topics. Other duties as assigned. Additional Skills & Qualifications High school diploma required. Bachelor's degree preferred. Strong written and oral communication skills. Proficient knowledge of computer applications including Microsoft Office Suite, Google Suite, Zoom, and Adobe. Exceptional customer service skills and the ability to interact professionally with peers, leadership, and external contacts. Must possess the ability to problem solve with minimal guidance, maintain confidentiality, and pay attention to detail. Excellent ability to organize, multi-task, prioritize, and follow-through. Experience Level Intermediate Level Pay and Benefits The pay range for this position is $60000.00 - $70000.00/yr. see attachedsee attachedsee attachedsee attachedsee attached Workplace Type This is a hybrid position in Boston,MA. Application Deadline This position is anticipated to close on Apr 17, 2025. About TEKsystems: We're partners in transformation. We help clients activate ideas and solutions to take advantage of a new world of opportunity. We are a team of 80,000 strong, working with over 6,000 clients, including 80% of the Fortune 500, across North America, Europe and Asia. As an industry leader in Full-Stack Technology Services, Talent Services, and real-world application, we work with progressive leaders to drive change. That's the power of true partnership. TEKsystems is an Allegis Group company. The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.